Administrative Associate

Job summary

Provide strategic executive support to the leadership team by managing complex calendars, travel, and communications. Act as a central conduit of information and manage end-to-end expense reporting and client event logistics.

Job details

We are currently seeking a full-time permanent Administrative Associate to join our Administration & Solutions team. As an Administrative Associate, you will play a central role in enabling the firm’s leadership to operate at peak effectiveness. In this role, you will act as a trusted and strategic partner to the leadership team, managing complex calendars, travel, communications, and priorities with sound judgement and discretion. You will be a critical conduit of information across the firm – ensuring leaders are informed, prepared, and connected – and will serve as a key point of contact for both internal and external stakeholders. This is a high-impact role that requires strong business acumen, exceptional communication skills, and an ability to anticipate needs in a fast-moving environment. The duties and responsibilities of the Administrative Associate include but are not limited to: • 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: Manages the end-to-end expense reporting process for senior leaders, ensuring compliance with firm policies, proper client coding, and timely reimbursement. Acts as a key liaison with Finance to identify process efficiencies and maintain high standards of accountability. • Travel: Oversees all aspects of domestic and international travel for senior leaders, anticipating needs and ensuring efficient, well-organized itineraries. Coordinates 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, AV, catering and materials. • Manages document preparation, printing, and record maintenance in collaboration with client teams to ensure quality and consistency. • Handles confidential materials and client interactions with professionalism and attention to detail. • Event Support: Collaborates with the Marketing & Sales Enablement team to deliver high-quality client events, overseeing logistics, communications, and guest coordination. Liaises 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. • Provides reliable cross-team support to ensure seamless operations. • Represents 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: Provides proactive support on special initiatives, assisting with data gathering, reporting, and event logistics as required. Ensures 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, modeling adherence to policies and escalating 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 – able to convey information effectively and foster open collaboration across teams. • Persistence & Motivation – Demonstrate initiative, resourcefulness and follow-through. Takes ownership of outcomes and proactively seeks solutions to support executives and firm objectives. • Integrity and 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 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 (especially 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 in 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 license, 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/ [https://rpia.ca/] • Read our firm’s magazine, Voices of RPIA: https://online.flippingbook.com/view/859829658/ [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

What you’ll do

Provide strategic executive support to the leadership team by managing complex calendars, travel, and communications. Act as a central conduit of information and manage end-to-end expense reporting and client event logistics.

Requirements

Requires proven experience supporting C-Suite or senior leaders in a professional environment with advanced proficiency in Concur and Microsoft Office. Must possess a valid Ontario driver's license and demonstrate strong judgment in handling confidential information.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Health Care Spending Credits
• Wellness Credits
• Employee and Family Assistance Program
• Cross-functional Mentorship Program
• Leadership Skills Training Program

Listed skills

• Administrative · Preferred
• Client · Preferred
• Leadership · Preferred
• expense · Preferred
• Logistics · Preferred
• Reporting · Preferred
• Collaboration · Preferred
• Health · Preferred
• Event Logistics · Preferred
• management · Preferred
• Time · Preferred
• Communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Expense Management
• Travel Coordination
• Event Logistics
• Business Acumen
• Communication
• Prioritization
• Attention to Detail
• Organization
• Confidentiality
• Microsoft Office
• Concur
• SharePoint
• Microsoft Teams
• Stakeholder Management

Job areas

• Administrative
• Management & Leadership
• Consulting

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