Core Responsibilities
Client & Visitor Experience
Welcome clients candidates and visitors with a warm professional presence that reflects Vanguards 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
13 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)
ExpectedSalaryRange:$70000-$75000
Ourcompensationranges are based onrole level andlocal market. Individual pay within the range isdeterminedby factors such as job-related skills experience and relevant education or training. For part-time roles pay will be pro-ratedbased on regularly scheduled hours.
In addition to the range aboveVanguards total compensation package may include performance-based incentives discretionary bonuses and otherperks. We also offercomprehensivebenefits such as health insurance accident and life insurance and retirement savings recruiter will be able to provide additional detailson the total compensation offering during the hiring process.
AI Disclosure Statement
Vanguard does not use artificial intelligence (AI) or automated decision-making tools in its recruitment process. All application reviews and hiring decisions are made by our recruitment team.
Accommodations
Vanguard is committed to fostering an accessible and inclusive workplace. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation at any stage of the recruitment process please inform us. We will work with you to meet yourneedsand you can reach us at quoting thejob IDandjob title.
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.
Required Experience:
IC
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