Administrative Associate
Company: Vanguard
Location: Toronto, ON
Vanguard, one of the world's largest investment management companies and a recognized employer of choice, seeks an Administrative Associate to provide administrative services to the Vanguard Investments Canada (VIC) management team and office management support for the Canada office.
Your Primary Duties and Responsibilities:
    Provides administrative service support to the management team, with a key focus on supporting the Head of Marketing and the Head of Legal & Compliance and their teams. Responds to internal and external telephone calls, screening and resolving issues as needed and relays messages. Makes travel arrangements and prepares travel itineraries for visitors and internal clients. Prepares expense reports, types and/or prepares memos, correspondence, reports, and presentations. Liaises with VIC’s international partners as needed.
    Schedules meetings. Documents meeting minutes and summarizes for manager review prior to distribution to attendees. Follows up on key action items and provides status updates as required.
    Compiles material and reporting requirements for independent committee and board of directors’ meetings. Ensures that packages are accurate, complete, printed, bound, and distributed in a timely manner.
    In conjunction with the marketing manager, compiles and distributes the weekly marketing update.
    Leads the planning and delivery of internal events, coordinating with internal and external resources as needed, overseeing all related communications. Supports external proprietary and industry events, including coordinating materials and delivery and pick-up of marketing booth.
    Performs reception duties to greet and direct clients and visitors. Maintains up-to-date calendar of external and internal client visits, resolving any scheduling conflicts and ensures calendar is available to the local VIC team. Organizes refreshments, including luncheons, for events, as needed.
    Provides sales support as needed, including data entries to VIC’s client relationship management system.
    Orders and inventories office supplies as needed. Ensures cost effective inventory levels are maintained for common department materials.  Monitors and evaluates stock levels of marketing collateral to ensure sufficient stock is available and up-to-date. Prepares purchasing paperwork, checks charge codes, and obtains appropriate authorization for all orders.  Monitors expenditures.
    Assists with document management and organization including the creation of files, folders and binders. Files all materials in an accurate and timely manner to ensure easy access and retrieval by department personnel.  This includes hard copies as well as files on the shared drive.
    Participates in special projects and performs other duties as assigned.
Qualifications:
    High school diploma or GED. Undergraduate (Associates degree or Secretarial School) degree preferred.
    Minimum of two years secretarial experience supporting a medium to large size department.
    Corporate secretarial experience is preferred with a background in managing working relationships with professionals, vendors, agencies and related partners.
    Ability to work independently and under tight time constraints and still maintain very high quality standards.
    Flexibility and the ability to multi-task and appropriately manage priorities are critical success factors for this position.
    Highly proficient with Microsoft Office suite and Lotus Notes (word processing, spreadsheet, database, e-mail, and presentation software).
    Excellent telephone and interpersonal skills.
    Excellent organizational skills.
    Ability to maintain confidentiality and reliability.
    High level of attention to detail and quality in work.
    Strong team-player and good “chemistry” with existing local team.
    Excellent interpersonal skills and right cultural fit for a small "startup" Canadian office with a large global presence.
If you have the skills and experience required for this position,

NOTE: Never make payment to any employer, person, company, contractor or agency to get hired for a Job.

please forward your resume to: E-mail: lauren_stern@vanguard.com