Receptionist Associate

Overview

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.

• 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.

• Manage incoming calls, inquiries, and general office communications with professionalism and accuracy.
• Ensure consistent front desk coverage and effective communication across the team.

• 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.

• 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.

• 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.

• 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).