Administrative Associate

Responsibilities

• Executive Support: Partner closely with the leadership team to manage schedules, priorities, and information flow across the firm.
• Discretion: Handle confidential information with discretion and integrity, ensuring leaders are always well-informed and prepared.
• Calendar Management: Coordinate complex meeting logistics, travel, and correspondence with precision and professionalism.
• Expense Management: Manage the end-to-end expense reporting process for senior leaders, ensuring compliance with firm policies, proper client coding, and timely reimbursement. Act as a key liaison with Finance to identify process efficiencies and maintain high standards of accountability.
• Travel: Oversee all aspects of domestic and international travel for senior leaders, anticipating needs and ensuring efficient, well-organized itineraries. Coordinate logistics, reservations, and event participation to enable smooth and productive travel experiences.
• Client & Meeting Support:
  • Oversee meeting and event logistics, ensuring seamless coordination of schedules, rooms, audiovisual requirements, catering, and materials.
  • Manage document preparation, printing, and record maintenance in collaboration with client teams to ensure quality and consistency.
  • Handle confidential materials and client interactions with professionalism and attention to detail.
• Event Support: Collaborate with the Marketing & Sales Enablement team to deliver high-quality client events, overseeing logistics, communications, and guest coordination. Liaise directly with clients and internal stakeholders to ensure a seamless and professional event experience that reflects the firm’s standards of excellence.
• Business Management:
  • Anticipate challenges, identify opportunities for efficiency, and proactively solve problems.
  • Support the continuous improvement of administrative processes, helping to streamline workflows and strengthen team effectiveness.
  • Provide reliable cross-team support to ensure seamless operations.
  • Represent the firm as a professional first point of contact for clients and guests.
  • Represent RPIA’s values of collaboration, accountability, and excellence in every interaction.
• Ad Hoc Project Support: Provide proactive support on special initiatives, assisting with data gathering, reporting, and event logistics as required. Ensure timely, accurate, and professional execution of project deliverables.

Critical Competencies

• Prioritization – Effectively balances competing demands, ensuring objectives and deadlines are met. Serves as a culture carrier, models adherence to policies, and escalates issues appropriately.
• Attention to Detail – Demonstrates meticulous accuracy and ensures all instructions and deliverables are executed with precision and care.
• Organization – Maintains structure and order in a fast-paced environment, organizing tasks, information, and stakeholders to achieve strong results.
• Communication – Communicates clearly, professionally, and with emotional intelligence. Conveys information effectively and fosters open collaboration across teams.
• Persistence & Motivation – Demonstrates initiative, resourcefulness, and follow-through. Takes ownership of outcomes and proactively seeks solutions to support executives and firm objectives.
• Integrity & Honesty – Acts with discretion, ethics, and transparency. Upholds RPIA’s values, earns trust, and protects confidentiality in all interactions.

Requirements

• Proven experience providing executive-level support to C-suite executives or senior leaders in a dynamic, professional environment.
• Exceptional organizational and interpersonal skills, with the ability to anticipate needs and manage multiple priorities seamlessly.
• Advanced proficiency in Concur, Microsoft Office, particularly Outlook, Excel, SharePoint, and Teams, and other collaboration tools.
• Demonstrated agility in adapting to changing priorities, managing ambiguity, and learning quickly in a fast-paced setting.
• Sound judgment and discretion when handling confidential and time-sensitive information under tight deadlines.
• Proactive mindset with a commitment to creating a positive, professional experience for internal and external stakeholders.
• Valid full G Ontario driver’s licence, with a willingness to support occasional off-site errands or event logistics as required.

Additional Information

• Position Type: Full-Time Permanent
• Work Location: Toronto
• To learn more about life at RPIA, visit https://rpia.ca/
• Read our firm’s magazine, Voices of RPIA: https://online.flippingbook.com/view/859829658/
• This is to fill an open vacancy.
• Artificial Intelligence may be used as part of this recruitment initiative.
• Compensation Range: $60,000–$75,000 base salary; additional compensation may be available.

RPIA is proud to be Great Place to Work Certified™. What sets us apart?

• Exceptional single and family benefits package that includes health, dental, and vision insurance, plus additional Health Care Spending and Wellness credits.
• inConfidence, provided by Medavie Blue Cross via Inkblot, is an Employee and Family Assistance Program that supports mental well-being and extends to all family members in your household.
• Opportunities for professional and personal growth through:
  • Cross-functional Mentorship Program
  • Internally curated Leadership Skills training program

RPIA is an Equal Opportunity Employer

We believe in the power of diversity of thought, and we aspire to have an inclusive workplace that mirrors the fabric of our community. We strongly encourage applications regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. We are committed to providing an accessible and equitable application and hiring process and will make accommodations should you require them at any point. We encourage you to connect with us at [email protected] if you require accommodation during the recruitment process.

Our culture is defined by our six core values: Client-First, Innovation, Excellence, Partnership, Integrity, and Giving Back. Our clients often say the outstanding service we deliver is as important to them as the returns we achieve for them. With over 135 employees and approximately $21 billion in assets under management for a broad investor base of institutions and private clients, we proudly remain privately owned by employees who invest alongside our clients.