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 CompetenciesPrioritization – 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. RequirementsProven 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 vacancyArtificial 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