Corporate Concierge

3 weeks ago

Toronto Ontario, Ontario, Canada TDS Personnel Full time

Our client within high networth wealth management requires a Corporate Service Concierge to join their team. This highly collaborative role is part of Corporate Services and acts as a ‘concierge’ and internal brand ambassador to deliver exceptional leadership, support, and coordination for the entire team. Reporting to the Chief of Staff, this role involves a variety of corporate-level support activities. It has a unique mandate with a core admin team to use principles of ‘white-glove’ service in support of the team.


Responsibilities:

  • Ensure that the Toronto office runs smoothly, including managing the front desk and any other office needs. Coordinate closely with the admin team to ensure impeccable delivery of corporate services.
  • Act as a brand ambassador at the front desk, ready to tackle any request and provide exceptional customer service to both internal and external clients.
  • Provide internal support and act as an Executive Assistant for certain sales advisors.
  • Be part of a core admin team and provide backup to the Corporate Service team as needed.
  • Act as an all-inclusive information hub resource and lead white-glove experience curation.
  • Welcome staff and guests, offer refreshments, arrange for catering when needed (setup and cleanup), answer the phone line, take detailed messages (including paraphrasing voicemails with all necessary details), and direct them to the respective parties.
  • Enhance safety and secure access to the building, ensure confidential documentation isn’t left out in the open, maintain key access and fobs, and track all assigned access points.
  • Organize travel as needed.
  • Source and purchase gifts or special orders as requested and coordinate deliveries.
  • Manage couriers, package and mail handling (incoming & outgoing), mail sorting according to departmental needs, sort/scan mail and file as requested, assist with package pickup/drop-offs (occasionally drive to partners' locations for in-person document package pick up/drop-off as needed), and coordinate moving trucks and office move coordination.
  • Setup conference rooms, including regular maintenance of whiteboards; may also involve occasional heavy lifting.
  • Address team questions and concerns and foster an open environment in accordance with guidelines set by the Chief of Staff.
  • Maintain kitchen and office inventory, keep tracking records updated, and proactively address office needs.
  • Print and package documents as requested for delivery to clients and partners.
  • Ensure offices are professional: do daily walkthroughs to maintain a clean and professional environment, address any issues or repairs promptly (coordinate with property manager, vendors, and cleaners), empty dishwashers, and stack clean dishes in cupboards.
  • Foster Employee Appreciation: track birthdays and milestones, organize celebrations, virtual events, and culture events, and keep Zoom channels engaged (e.g., activities, events happening in the GTA/Toronto).
  • Facilitate Team Access and onboarding: support new employees and ongoing team support, assist the Corporate Administrator, and ensure a seamless experience for the teams (guide them through existing resources and assist in connecting to new resources via management).
  • Coordinate corporate events: from year-end holiday parties to team events, client appreciation holiday card and gift coordination, and assist with the organization and execution of on- and off-site events and initiatives.
  • Check equipment (printers, copiers, etc.) maintenance and manage any service or repairs; keep toner/paper stocked, order stationery, and maintain printer supplies.
  • Assist with basic technology questions (‘how do I’ type of questions) and coordinate with support as needed.
  • Arrange company-wide meetings, putting together decks for monthly presentations as requested.
  • Data entry in Salesforce as requested (e.g., new contact details, updating phone numbers/emails, inputting dictations).
  • Assist with or lead social committee event coordination, research venues, seasonal team building activities, contact vendors for pricing, acquire proposals, take committee feedback, and execute details.
  • Acquire a broad knowledge of departmental needs, priorities, and assist in facilitating administrative tasks (e.g., printing/packaging presentations, keeping custom stationery orders in stock, troubleshooting office systems, filing, scheduling, planning team lunches, sorting through employee expense reports, assisting with internal communication and feedback).
  • Assist with meeting minutes and agenda items and maintain confidentiality regarding client and team matters.
  • Build strong relationships with the team and carry out tasks and project duties as assigned.
  • This dynamic and fast-paced environment rewards anticipation, self-leadership, and sound judgment.


Role requirements:


  • 5+ years of experience working in a similar role with high-performing executives, preferably in financial services or in client-facing high-end hospitality or luxury retail businesses.
  • Demonstrable ability to drive multiple tasks and small projects to timely completion in a dynamic team environment, working with and through specialists. Strong abilities around scheduling, coordination, and organizing. Ability to propose recommendations and ideas to improve office functionality.
  • Expert-level written and verbal communication skills, with the ability to capture and present information clearly and concisely.
  • Ability to quickly learn, adapt, and apply new knowledge and skills. Demonstrated problem-solving skills and basic project management experience.
  • Proven ability to build trusted professional relationships and coordinate across a team, with a calm and professional approach to problem-solving in urgent and dynamic environments.
  • Working knowledge of Salesforce CRM, Zoom, and strong expertise with MS Office products.
  • Driver’s license and car preferred but not required.

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