Associate - Administration

Job summary

The Administrative Associate provides high-level support to the leadership team by managing complex calendars, travel, and expense reporting. They also act as a key point of contact for stakeholders and assist in the coordination of client events and special initiatives.

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 Ensures timely, accurate, and professional execution of project deliverables. Critical Competencies * Prioritization – Effectively balances competing demands, ensuring objectives and deadlines are 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 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

The Administrative Associate provides high-level support to the leadership team by managing complex calendars, travel, and expense reporting. They also act as a key point of contact for stakeholders and assist in the coordination of client events and special initiatives.

Requirements

Candidates must have proven experience providing executive-level support to senior leaders in a dynamic environment. Proficiency in Microsoft Office and Concur is required, along with exceptional organizational skills and a valid driver's license.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Health care spending account
• Wellness credits
• Employee and family assistance program
• Mentorship program
• Leadership skills training

Listed skills

• Problem solving · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Teams · Preferred
• Microsoft Excel · Preferred
• SharePoint · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• Event Logistics · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive support
• Calendar management
• Expense management
• Travel coordination
• Event logistics
• Communication
• Attention to detail
• Organization
• Prioritization
• Concur
• Microsoft Office
• Outlook
• Excel
• SharePoint
• Teams
• Problem solving
• Mentorship
• Management
• Operations
• Coordinating
• Workflow Management
• Business Acumen
• Honesty
• Leadership
• Microsoft Excel
• Continuous Improvement Process
• Detail Oriented
• Ethical Standards And Conduct
• Artificial Intelligence
• Microsoft Outlook
• Marketing
• Strategic Partnership
• Finance
• Accountability
• Dealing With Ambiguity
• Interpersonal Communications
• Professionalism
• Valid Driver's License
• Confidentiality
• Microsoft SharePoint
• Resourcefulness
• Calendar Management
• Expense Management
• Follow Through
• Sales Enablement
• Executive Information Systems
• Reservations
• Document Preparations
• Expense Reports
• Collaborative Software

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Marketing
• Consulting
• Associate Administrative Manager
• Sales Support Assistant
• Shop Sales Assistants
• Sales and Related Workers, All Other

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