Receptionist Associate

Requirements

• 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
• 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)
• How We Work

Additional Information

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. Core Responsibilities Client & Visitor Experience 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 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

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