Skip to main content

Associate - Workplace Experience & Administration

Full Time | Toronto

Responsibilities

Primary Responsibilities: Guest Experience

  • First Impressions: Act as the primary point of contact for clients and guests, providing a warm, professional, and high-touch greeting experience.
  • Arrival Logistics: Manage the daily flow of the office by coordinating guest arrivals with internal hosts and team members to ensure a seamless transition into meetings.
  • Environment Stewardship: Maintain the look and feel of the reception and client areas. Act as the eyes and ears of the space, identifying needs and coordinating with the Workplace Experience team to ensure boardrooms are polished and guest ready.
  • Meeting Awareness: Maintain awareness of boardroom schedules and events; assist with basic AV setup and respond to room-related inquiries from guests and team members.
  • Operational Flow: Communicate incoming deliveries, guest arrivals, and general inquiries, ensuring the office remains organized and productive.

Administrative & Team Support

  • Administrative Assistance: Provide general support to team members who do not require dedicated executive assistance, including task coordination and follow-ups.
  • Expense Management: Process and submit expense reports and basic health claims with a high degree of accuracy and attention to detail.
  • Travel & Events: Assist with travel bookings, seminar registrations, and managing RSVPs for firm events.
  • Admin Coverage: Provide flexible coverage and support to the Administrative Associate team during peak periods or absences to ensure continuity of service.

Critical Competencies

  • Professional Presence – A calm, welcoming demeanor with the ability to communicate clearly and professionally with all levels of staff and guests.
  • Proactive Coordination – The ability to understand overall office activity and connect people, resources and spaces effectively.
  • Reliability – Consistent and dependable, particularly with reception coverage and meeting administrative deadlines.
  • Technical Comfort – Proficiency in MS Office (Outlook, Word, Excel, Teams) and willingness to learn internal systems and workflows.

  • Detail-Oriented – Strong attention to accuracy in scheduling, data entry, and expense processing.

Requirements

  • Minimum 3-5 years of administrative, reception, or hospitality experience in a professional office environment.
  • Administrative experience in Finance or other related industry will be considered a strong asset.
  • Advanced proficiency in MS Office, particularly Outlook, Excel, SharePoint and Teams.
  • High standards of integrity and the ability to handle sensitive information with discretion.

  • A valid Driver’s License is mandatory. You must be able to operate a vehicle for firm-related errands and logistics.

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) Employee and Family Assistance Program to support 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 it 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 five core values: excellence, partnership, transparency, integrity, and community. 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 under management for a broad investor base of institutions and private clients, we proudly remain privately owned by employees who invest alongside our clients.

Apply
Apply