Receptionist Associate

Job summary

The Receptionist Associate serves as the first point of contact, managing visitor check-ins, office communications, and executive meeting support. They also oversee daily office operations, including mail distribution, vendor coordination, and general administrative tasks.

Job details

At Vanguard Investments Canada, we are committed to delivering an exceptional experience for our clients and employees. We are seeking a highly professional and detail-oriented Receptionist Associate to serve as the first point of contact for our office. This role plays a key part in shaping the day-to-day experience for both visitors and employees, ensuring a welcoming, seamless, and well-run office environment. The successful candidate will bring a strong service mindset, attention to detail, and the ability to operate effectively in a collaborative, fast-paced setting. Core Responsibilities Client & Visitor Experience Welcome clients, candidates, and visitors with a warm, professional presence that reflects Vanguard’s standards Manage visitor check-in, security protocols, and coordination with internal stakeholders Escort visitors and vendors as needed Support executive and client meetings, including room setup, coordination, and hospitality Front Desk & Communications Manage incoming calls, inquiries, and general office communications with professionalism and accuracy Ensure consistent front desk coverage and effective communication across the team Office Operations & Coordination Oversee daily office activities, including mail distribution, couriers, and supply management Coordinate with vendors (e.g., facilities, catering, building management) to support office needs Maintain a clean, organized, and professional workspace, including reception and common areas Administrative & Team Support Provide administrative support across the team as needed (e.g., scheduling, meeting coordination, document preparation) Assist with team events, onboarding activities, and workplace initiatives Support ad hoc requests, events, and projects Support office safety procedures, including coordination during emergency situations Qualifications 1–3 years of experience in reception, office administration, or a client-facing role Experience in a corporate or financial services environment is an asset Post-secondary education in business or office administration preferred Skills & Attributes Strong client service orientation with a professional and approachable presence Excellent communication skills (verbal and written) Highly organized with strong attention to detail Ability to manage multiple priorities with efficiency and sound judgment Proactive, dependable, and collaborative Proficiency with Microsoft Office tools (Outlook, Teams, Word, Excel) Expected Salary Range: $70,000-$75,000 Our compensation ranges are based on role, level, and local market. Individual pay within the range is determined by factors such as job-related skills, experience, and relevant education or training. For part-time roles, pay will be pro-rated based on regularly scheduled hours. In addition to the range above, Vanguard’s total compensation package may include performance-based incentives, discretionary bonuses, and other perks. We also offer comprehensive benefits such as health insurance, accident and life insurance, and retirement savings plans. Your recruiter will be able to provide additional details on the total compensation offering during the hiring process. AI Disclosure Statement Vanguard does not use artificial intelligence (AI) or automated decision-making tools in its recruitment process. All application reviews and hiring decisions are made by our recruitment team. Accommodations Vanguard is committed to fostering an accessible and inclusive workplace. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation at any stage of the recruitment process, please inform us. We will work with you to meet your needs and you can reach us at americas_crewcentral@vanguardhr.com, quoting the job ID and job title. How We Work Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.

What you’ll do

The Receptionist Associate serves as the first point of contact, managing visitor check-ins, office communications, and executive meeting support. They also oversee daily office operations, including mail distribution, vendor coordination, and general administrative tasks.

Requirements

Candidates should have 1–3 years of experience in reception or office administration, preferably within a corporate or financial services environment. Proficiency in Microsoft Office tools and strong communication skills are essential for this role.

Benefits

• Health insurance
• Accident insurance
• Life insurance
• Retirement savings plans
• Performance-based incentives
• Discretionary bonuses

Listed skills

• Customer service · Preferred
• document preparation · Preferred
• Microsoft Teams · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client service
• Communication
• Office administration
• Reception
• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Scheduling
• Meeting coordination
• Document preparation
• Attention to detail
• Professionalism
• Organization
• Problem solving
• Mail Distribution
• Administrative Support
• Workplace Inclusivity
• Office Administration
• Supply Management
• Effective Communication
• Safety Procedures
• Artificial Intelligence
• Building Management
• Business Communication
• Customer Service
• Decision Making Software
• Document Preparations
• Financial Services
• Microsoft Office
• Operations
• Coordinating
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Receptionist Assistant
• Receptionist
• Receptionists (general)
• Receptionists and Information Clerks