Administrative Associate

• Expense Management: Compiles receipts and prepares extensive expense reports for approval and payment, ensuring timely completion and proper client coding.
• Travel Coordination: Arranges and coordinates travel including international travel, schedules and follows up on reservations and itineraries, and RSVPs for special events.
• Client Support:
  • Coordinates logistics of meetings, including room bookings and requesting technical, audio-visual and catering support as required.
  • Organizes, copies and maintains administrative files, correspondence and other records/materials as required.
  • Assists with pitch book binding if required, using in-house binding system.
  • Prepare printed material for events and meetings, coordinating with client teams on output requirements where required.
• Event Support: Supports Marketing & Sales Enablement team with client events including but not limited to booking, planning, liaising with clients for invitations and following up.
• Business Management:
  • Continually looks for opportunities to develop, automate and digitize processes within the Administration and Solutions team.
  • Acts as an alternate resource/backup for the other Administrative Assistants.
  • Acts as a first point of contact for our clients at reception.

• Ad Hoc Project Support: Assumes ad hoc projects as they arise in support of management, including the gathering and compiling of data from various sources for weekly meetings, organizing and managing logistics for client events (including venue booking), researching and tracking key client dates and ensuring team is assigned to attend / call-in, assisting with contact record data optimization for CRM, etc.

Critical Competencies

• Prioritization – Responsible for prioritizing workload to ensure objectives and deadlines are met. Acts as a culture carrier, monitoring adherence to policies and escalating as required.
• Attention to Detail – Must be focused on accuracy and making sure that instructions are captured and executed with precision and care.
• Organization – Ability to organize oneself and others to complete a goal and achieve strong results.
• Communication – Able to communicate complex ideas in a simple and effective manner. An open and professional way of communicating with other team members.
• Persistence & Motivation – Demonstrates tenacity and willingness to go the distance to get something done. Someone who is resourceful and will do the research needed to provide reliable support to executives.

• Integrity and Honesty – Acts ethically and upholds RPIA values. Earns trust and maintains confidence, especially when handling sensitive information. Speaks plainly and truthfully.

Requirements

• 2-5 years of experience in a related administrative role
• Bachelor’s degree in business management or related field
• Excellent coordination, organizational, time-management and work prioritization skills
• Experience supporting executive level management and high-net-worth clients
• Expertise in Concur, MS Office, especially Outlook, Excel, SharePoint and Teams is required
• Flexibility, high tolerance for change and an ability to learn quickly
• Ability to handle sensitive materials under the pressure of last-minute deadlines
• Desire to be proactive and create a positive experience for others

• A valid driver’s license is 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/102868306/

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.
• Homewood Health Employee and Family Assistance Program 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
• Community outreach opportunities are organized through our volunteer-led Allyship and Social committees.

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 100 employees and $14 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.