Receptionist Associate

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.

• 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 skilled 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)

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.

Vanguard, one of the world’s leading investment management companies, serves individual investors, institutions, employer‑sponsored retirement plans, and financial professionals.

We have a diverse and talented crew with a culture that promotes teamwork, along with an unwavering focus on serving our clients’ best interests.