Associate - Workplace Experience & Administration

RPIA • Toronto, ON

13d • Hybrid

About The Position

We are currently seeking a full-time Associate, Workplace Experience & Administration, to join our Administration & Solutions team. As the Associate, Workplace Experience & Administration, you are the architect of the firm’s first impression and a key pillar of our workplace support system. This is a unique, hybrid role designed for a professional who moves seamlessly between delivering a high-touch client experience and providing administrative support. You will be the primary face of the firm, ensuring every client interaction is handled with professionalism and care, while supporting the broader administrative team. This role reports directly to the Manager, Workplace Experience & Administration and sits at the intersection of our Workplace Experience and Administrative functions.

Requirements

• A calm, welcoming demeanor with the ability to communicate clearly and professionally with all levels of staff and guests.
• The ability to understand overall office activity and connect people, resources and spaces effectively.
• Consistent and dependable, particularly with reception coverage and meeting administrative deadlines.
• Proficiency in MS Office (Outlook, Word, Excel, Teams) and willingness to learn internal systems and workflows.
• Strong attention to accuracy in scheduling, data entry, and expense processing.
• Minimum 3-5 years of administrative, reception, or hospitality experience in a professional office environment
• Advanced proficiency in MS Office, particularly Outlook, Excel, SharePoint and Teams
• High standards of integrity and the ability to handle sensitive information with discretion.
• A valid Driver’s License is mandatory. You must be able to operate a vehicle for firm-related errands and logistics.

Nice To Haves

• Administrative experience in Finance or other related industry will be considered a strong asset

Responsibilities

• Act as the primary point of contact for clients and guests, providing a warm, professional, and high-touch greeting experience.
• Manage the daily flow of the office by coordinating guest arrivals with internal hosts and team members to ensure a seamless transition into meetings.
• Maintain the look and feel of the reception and client areas. Act as the eyes and ears of the space, identifying needs and coordinating with the Workplace Experience team to ensure boardrooms are polished and guest ready.
• Maintain awareness of boardroom schedules and events; assist with basic AV setup and respond to room-related inquiries from guests and team members.
• Communicate incoming deliveries, guest arrivals, and general inquiries, ensuring the office remains organized and productive.
• Provide general support to team members who do not require dedicated executive assistance, including task coordination and follow-ups.
• Process and submit expense reports and basic health claims with a high degree of accuracy and attention to detail.
• Assist with travel bookings, seminar registrations, and managing RSVPs for firm events.
• Provide flexible coverage and support to the Administrative Associate team during peak periods or absences to ensure continuity of service.

Benefits

• Exceptional single and family benefits package that includes health, dental, and vision insurance plus additional Health Care Spending and Wellness credits.
• inConfidence (provided by Medavie Blue Cross via Inkblot) Employee and Family Assistance Program to support mental well-being and extends to all family members in your household.
• Opportunities for professional and personal growth through: Cross-functional Mentorship Program
• Opportunities for professional and personal growth through: Internally curated Leadership Skills training program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees