Executive Assistant
Location: The Wallbrook Building, London
Contract: 6 months
Work Setup: Hybrid - 3 days in the office (Tuesday to Thursday)
Who We Are
Vanguard is one of the world's leading investment firms, dedicated to helping clients achieve lasting financial success. Established in 1975, its unique ownership structure-where funds own the company and investors own the funds-ensures all efforts are focused on client outcomes. Known for integrity, innovation, and low-cost investing, fosters an inclusive and collaborative culture that empowers employees to make a meaningful impact globally.
What You'll Do
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Manage complex diaries for Technology Directors across Europe, keeping calendars accurate and scheduling meetings promptly while proactively resolving conflicts at least two weeks ahead.
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Optimise daily schedules and meeting logistics, building in realistic travel time between buildings and avoiding inefficient back‑and‑forth movements.
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Give timely, discreet prompts to keep executives on schedule and coordinate all meeting resources (rooms, 1DECK, video‑conferencing) when meetings move.
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Plan and track skip‑level meetings evenly throughout the year and monitor completion.
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Provide end‑to‑end travel support, anticipating needs and adding full itineraries and key details to the executive's calendar.
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Deliver high‑level administrative support to Technology Directors across Europe, preparing documents and presentations and acting as a trusted first point of contact.
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Use core productivity tools (Word, Excel, PowerPoint, Outlook/Teams, Visio) to create executive‑quality materials and maintain efficient workflows.
What You Bring
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3-5+ years supporting senior stakeholders with complex diary management, meeting coordination and travel.
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Financial services experience preferred.
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Excellent organisational and time‑management skills, with a proactive, anticipatory approach.
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Strong relationship‑building and communication skills, comfortable liaising with senior leaders and teams across Europe.
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Advanced Microsoft Office (Word, Excel, PowerPoint, Outlook/Teams); familiarity with Visio or similar is a plus.
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Discreet, resilient and professional, with a calm, service‑oriented demeanour.
What's Next
If you are ready to take the next step, apply now! Successful applicants will be contacted directly by a recruiter to discuss the role more.
We are committed to creating an inclusive recruitment experience. If you require support or adjustments to the recruitment process, our Adjustment Concierge Service is here to help. Please feel free to contact us at [email protected] to discuss how we can support you.
This position is being recruited on behalf of our client through our Outsourcing service line. Resource Solutions Limited, trading as Robert Walters, acts as an employment business and agency, partnering with top organizations to help them find the best talent. We welcome applications from all candidates and are committed to providing equal opportunities.
