Administrative Associate

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/

• Read our firm’s magazine, Voices of RPIA: 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