Administrative Assistant

Fidelity Canada • Toronto, ON

24d • CA$60,000 - CA$76,000 • Hybrid

About The Position

As Administrative Assistant, Marketing, you will play a key role in keeping Fidelity Canada’s Marketing team organized, responsive and operating smoothly. You will provide administrative, procurement, coordination and operational support to Marketing leaders and teams, helping ensure day-to-day work is completed accurately, efficiently and on time. This is a hands-on coordination role with a strong focus on purchase orders, invoice management, vendor documentation, executive support, committee coordination, meeting logistics and Marketing operations. You will act as a central point of contact for administrative needs, helping resolve issues, coordinate requests and support the smooth operation of a busy, high-performing Marketing function. The successful candidate will be proactive, highly organized, service-oriented and comfortable working with senior leaders, internal partners and external vendors.

Requirements

• 1–3 years of experience in an executive or administrative assistant required.
• Experience supporting senior leaders and managing complex calendars.
• Experience with purchase orders, invoices, procurement processes, vendor onboarding or payment follow-up is strongly preferred.
• Post-secondary education or equivalent work experience required.
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• High attention to detail, accuracy and follow-through.
• Strong verbal and written communication skills.
• Sound judgment, discretion and ability to handle confidential information.
• Strong interpersonal skills and a professional, service-oriented approach.
• Ability to work independently, anticipate needs and solve problems proactively.
• Comfort working with senior leaders, internal partners and external vendors.
• Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.

Nice To Haves

• Experience in financial services, asset management, marketing or a corporate environment is an asset.
• Experience with procurement systems, invoice management is an asset.

Responsibilities

• Provide executive and administrative support
• Manage calendars for senior Marketing leaders, including scheduling meetings, resolving conflicts and coordinating follow-up.
• Coordinate meetings, including room bookings, Zoom setup, materials, agendas and logistics.
• Support travel planning, itinerary changes and troubleshooting as needed.
• Prepare and submit expense reports accurately and on time.
• Liaise with other Executive Assistants and Administrative Assistants to coordinate leadership meetings and cross-functional priorities.
• Act as a central point of contact for administrative requests, helping resolve issues or direct inquiries appropriately.
• Provide coverage and support to Directors and other Marketing leaders as required.
• Support purchase orders, invoicing and procurement
• Create and submit purchase orders and process change orders accurately and on time.
• Support invoice processing, payment follow-up, insufficient balance issues and urgent escalations.
• Coordinate with Finance, Procurement, Legal, P2P and internal Marketing stakeholders to resolve vendor and payment issues.
• Assist with vendor onboarding, documentation and related materials, including statements of work, master service agreements, contracts and payment records.
• Retrieve, organize and share invoices, statements of account, receipts and other payment documentation.
• Submit cheque requests where required and follow up to confirm payment completion.
• Help maintain accurate records related to vendors, invoices, purchase orders and payments.
• Support Marketing committees, workshops and recurring meetings
• Prepare, consolidate and distribute materials for committee meetings and workshops.
• Manage agendas, supporting documents and meeting logistics.
• Coordinate room bookings, calendar invitations, Zoom details and follow-up items for recurring committee meetings.
• Help ensure committee materials are complete, organized and available in a timely manner.
• Coordinate Marketing operations, events and ad hoc projects
• Coordinate catering, room setup and logistics for meetings, offsites and leadership sessions.
• Organize team dinners, socials and other departmental events.
• Liaise with external vendors such as restaurants, venues and service providers.
• Set up meetings with external partners and coordinate related logistics.
• Support time-sensitive operational requests and one-off projects across Marketing teams.
• Coordinate office administration requests, including workspace changes, access requests, equipment needs and related follow-up.
• Support onboarding, records and team administration
• Support onboarding for new team members, including equipment, software access, workspace needs, welcome materials and first-day logistics.
• Maintain departmental records, reports, tracking documents, databases and email distribution lists.
• Respond to internal and external inquiries by gathering relevant information, directing requests to the appropriate contact and helping explain standard processes.
• Help ensure administrative processes are followed accurately and consistently across the team.

Benefits

• Flexible working arrangements.
• Competitive total compensation, including company contributions to your group RRSP without a matching requirement from you.
• Comprehensive health benefits that start on your first day, with 100% employer-paid premiums, which include up to $5,000 annually for mental health services and therapy.
• Parental leave top-up to 100% of your salary for a period of 25 weeks.
• Up to $650 for home office equipment.
• Generous time off policy, including two paid days annually to volunteer at a charity of your choice.
• Diversity and inclusion programs, including an active network of Employee Resource Groups.
• Extensive professional development opportunities, including access to over 11,000 training and development courses, tuition reimbursement, and monetary rewards for completing a required designation.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree