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Administrative Associate

3 weeks ago

Toronto, Ontario, Canada RPIA Full time

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
  • Read our firm's magazine, Voices of RPIA:
  • This is to fill an open vacancy
  • Artificial Intelligence may be used as part of this recruitment initiative

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