Manager, Workplace Experience & Administration

We are currently seeking a full-time permanent Manager, Workplace Experience & Administration to join our Administration & Solutions team.As Manager, Workplace Experience & Administration, you will shape the day-to-day experience of our people and leaders. You’ll lead a high-performing team that ensures RPIA’s operations run seamlessly, our environment inspires excellence, and our executives are supported to deliver at their best.Reporting to the Chief Administrative Officer, 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 Manager, Workplace Experience & Administration include but are not limited to:Leadership & OversightLead and develop the Workplace Experience and Administrative teams, including reception, concierge, executive assistants, and office support staff.Establish team goals, work schedules, and service standards to ensure seamless operations and an exceptional workplace experience.Foster a culture of collaboration, accountability, and continuous improvement aligned with RPIA’s values.Operational Management & FacilitiesOversee all aspects of office operations, including facility maintenance, security, housekeeping, meeting spaces, and vendor management.Manage procurement, inventory, and maintenance of office equipment, ensuring timely repairs and optimal functionality.Responsible for building access and security systems, including keycard issuance and onboarding/offboarding coordination.Lead and manage compliance with health and safety regulations, Chair the Joint Health & Safety Committee, representing the employer by leading inspections, minutes and incident reporting.Track departmental budgets, expenses, and reporting to support effective financial management.Executive & Administrative SupportProvide leadership and guidance to executive assistants supporting senior leaders across the firm.Partner with the leadership team to manage schedules, travel, communications, and information flow with precision and discretion.Manage and lead complex calendar management, meeting coordination, document preparation, and client communications to ensure professionalism and efficiency.Manage the end-to-end expense reporting process, ensuring policy compliance and collaboration with Finance to optimize processes.Workplace Experience & EventsServe as the primary steward of the office environment, ensuring it reflects the firm’s culture, values, and standards of excellence.Oversee the planning and execution of internal and client-facing meetings and events, coordinating logistics, AV, catering, and materials.Collaborate with Marketing & Sales Enablement to deliver high-quality client and corporate events, ensuring exceptional guest experiences.Strategic Initiatives & Continuous ImprovementIdentify opportunities to enhance administrative efficiency, employee experience, and cross-departmental collaboration.Support special projects and ad hoc initiatives, providing coordination, reporting, and operational insight to drive successful outcomes.Prepare operational updates, safety reports, and recommendations for senior management.Critical CompetenciesIntegrity & Confidentiality: Acts with honesty, discretion, and professionalism in all interactions. Upholds RPIA’s values, earning trust and safeguarding confidentiality at every level of the organization.Prioritization & Judgment: Effectively balances competing priorities in a dynamic environment, ensuring key objectives and deadlines are consistently met. Serves as a culture carrier by modeling sound judgment, adherence to policies, and appropriate issue escalation.Attention to Detail: Demonstrates exceptional accuracy and thoroughness, ensuring all deliverables, communications, and operational tasks are executed with precision, consistency, and care.Organization & Execution: Maintains structure and clarity amid shifting demands. Excels at organizing tasks, workflows, and stakeholders to drive efficiency and deliver high-quality results across multiple initiatives.Communication & Collaboration: Communicates clearly, professionally, and with emotional intelligence. Builds trust and alignment by fostering open dialogue and collaboration across teams, levels, and functions.Initiative & Resilience: Exhibits strong motivation, resourcefulness, and persistence in achieving goals. Anticipates needs, takes ownership of outcomes, and proactively identifies solutions that advance both executive and firm objectives.RequirementsExperience: Proven track record providing executive-level support to C-Suite or senior leaders and managing administrative or facilities operations in a dynamic, professional environment.Leadership & Organization: Exceptional organizational, prioritization, and interpersonal skills, with the ability to anticipate needs, manage competing priorities, and lead teams to deliver seamless service.Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Excel, SharePoint, Teams) and collaboration tools; experience with Concur or similar expense and travel management systems.Facilities & Vendor Management: Demonstrated experience overseeing vendor relationships, service contracts, and office operations, including maintenance, supplies, and workplace services.Adaptability & Judgment: Demonstrates agility in adapting to changing priorities, exercising sound judgment, and maintaining discretion when handling confidential and time-sensitive information.Communication & Stakeholder Engagement: Excellent written and verbal communication skills, with a professional, client-focused approach that builds trust and enhances the workplace experience.Health & Safety: Certified Joint Health & Safety Committee (JHSC) member; CPR and First Aid certification preferred.Education: Completion of secondary school required; post-secondary education in business administration, hospitality, or facilities management is an asset.Additional Requirements: Valid full G Ontario driver’s license and willingness to support occasional off-site errands, meetings, or event logistics as needed.Additional InformationPosition Type: Full-Time PermanentWork Location: TorontoTo 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 initiativeRPIA 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 ProgramInternally curated Leadership Skills training programRPIA is an Equal Opportunity EmployerWe believe in the power of diversity of thought, and we aspire to have an inclusive workplace that mirrors the fabric of our community. We strongly encourage applications regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. We are committed to providing an accessible and equitable application and hiring process and will make accommodations should you require it at any point. We encourage you to connect with us at hr@rpia.ca if you require accommodation during the recruitment process.Our culture is defined by our six core values: Client-First, Innovation, Excellence, Partnership, Integrity, and Giving back. Our clients often say the outstanding service we deliver is as important to them as the returns we achieve for them. With over 120 employees and approximately $19 billion in assets under management for a broad investor base of institutions and private clients, we proudly remain privately owned by employees who invest alongside our clients.