Receptionist Associate

About the role

Vanguard Investments Canada is looking for a professional and detail‑oriented Receptionist Associate to be the first point of contact for our office. You will play a key role in shaping the daily experience for visitors and employees, ensuring a welcoming and smoothly run environment.

Key responsibilities

• Welcome clients, candidates, and visitors with a warm, professional presence that reflects Vanguard’s standards.
• Manage visitor check‑in, security protocols, and coordinate with internal stakeholders.
• Escort visitors and vendors as needed and support executive and client meetings, including room setup and hospitality.
• Handle 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 such as mail distribution, couriers, and supply management.
• Coordinate with vendors (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 (scheduling, meeting coordination, document preparation).
• Assist with team events, onboarding activities, workplace initiatives, and ad‑hoc projects.
• Support office safety procedures and emergency coordination.

Required profile

• 1–3 years of experience in reception, office administration, or a client‑facing role.
• Post‑secondary education in business or office administration preferred.
• Strong client service orientation with a professional and approachable presence.
• Excellent verbal and written communication skills.
• Highly organized with strong attention to detail.
• Ability to manage multiple priorities efficiently and exercise sound judgment.
• Proactive, dependable, and collaborative mindset.

Required skills

• Proficiency with Microsoft Office tools (Outlook, Word, Excel).