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.

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

• 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 professional 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)