Receptionist Associate

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)

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.