As an Administrative Associate, you will play an essential role in supporting the smooth operation of our leadership team and key stakeholders. Your responsibilities will include managing complex schedules, processing expense reports, coordinating events and travel, and delivering high-quality administrative support. This role requires a proactive, detail-oriented individual who can make rational decisions independently and represent the organization with professionalism.
Key Responsibilities:
- Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
- Expense Management: Manage and process expense reports accurately and efficiently, ensuring compliance with company policies.
- Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
- Professional Representation: Represent the organization with a consistent and high level of professionalism, interacting with senior leaders and employees at all levels.
- Travel Coordination: Manage travel arrangements, including international travel, supplying required documents, and assisting with needed materials.
- Reception and Office Administration support: Support front desk and office admin duties as required, providing reception coverage during absences or peak periods.
- Communication: Maintain distribution lists and provide accurate, complete, and timely management of email messages and other communications.
- Special Projects: Participate in special projects and perform other duties as assigned.
Qualifications:
- Experience: Proven experience providing comprehensive administrative support of at least 3 years, preferably in a medium to large size organization and within the financial services industry.
- Education: Post-secondary education preferably in Business Administration, Office Administration, or related field.
- Skills:
- Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
- Strong organizational and interpersonal skills.
- Ability to take direction, be adaptable, and balance multiple priorities.
- A positive and collaborative demeanor.
- Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel,). Concur is a plus.
- Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
- Ability to multitask and handle confidential information with discretion.
Pay Transparency
Expected Salary Range: $70K-$100K
Our compensation ranges are based on role, level, and local market. Individual pay within the range is determined by factors such as job-related skills, experience, and relevant education or training. For part-time roles, pay will be pro-rated based on regularly scheduled hours.
In addition to the range above, Vanguard’s total compensation package may include performance-based incentives, discretionary bonuses, and other perks. We also offer comprehensive benefits such as health insurance, accident and life insurance, and retirement savings plans. Your recruiter will be able to provide additional details on the total compensation offering during the hiring process.
AI Disclosure Statement
Vanguard does not use artificial intelligence (AI) or automated decision-making tools in its recruitment process. All application reviews and hiring decisions are made by our recruitment team.
Accommodations
Vanguard is committed to fostering an accessible and inclusive workplace. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation at any stage of the recruitment process, please inform us. We will work with you to meet your needs and you can reach us at [email protected], quoting the job ID and job title.
How We Work
Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.
