Associate - Administration

RP Investment Advisors LP; Toronto; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Health Care Spending and Wellness?

Employee Assistance Program (in Conf?

Job summary

RP Investment Advisors LP in Toronto seeks an experienced Executive Assistant to partner with senior leaders. You will manage calendars, travel, expense reporting, and confidential information with discretion, ensuring leaders are well-prepared and informed.

You will coordinate complex meeting logistics, support client and event activities with the Marketing & Sales Enablement teams, and help improve administrative processes.

Qualifications

• Proven experience supporting C-suite executives in a fast-paced environment.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication with professional demeanor.
• Ability to maintain confidentiality and exercise sound judgement.

Responsibilities

• Manage executive calendars and prioritize scheduling with precision.
• Coordinate complex travel arrangements and itineraries.
• Oversee expense reporting for senior leaders, ensuring policy compliance.
• Prepare and review documents, presentations, and client communications.
• Support meeting logistics, rooms, AV, catering, and materials.
• Collaborate with Marketing and Sales Enablement on client events.
• Act as a professional first point of contact for visitors and clients.
• Help streamline administrative processes and office operations.

Skills

Organization

Interpersonal skills

Communication

Proactive mindset

Discretion

Tools

Concur

Outlook

Excel

SharePoint

Teams

Job description

• Executive Support: Partner closely with the leadership team to manage schedules, priorities, and information flow across the firm.
• Discretion: Handle confidential information with discretion and integrity, ensuring leaders are always well-informed and prepared.
• Calendar Management: Coordinate complex meeting logistics, travel, and correspondence with precision and professionalism.
• Expense Management: Manage the end-to-end expense reporting process for senior leaders, ensuring compliance with firm policies, proper client coding, and timely reimbursement. Act as a key liaison with Finance to identify process efficiencies and maintain high standards of accountability.
• Travel: Oversee all aspects of domestic and international travel for senior leaders, anticipating needs and ensuring efficient, well-organised itineraries. Coordinate logistics, reservations, and event participation to enable smooth and productive travel experiences.
• Client & Meeting Support:
  • Oversee meeting and event logistics, ensuring seamless coordination of schedules, rooms, audiovisual requirements, catering, and materials.
  • Manage document preparation, printing, and record maintenance in collaboration with client teams to ensure quality and consistency.
  • Handle confidential materials and client interactions with professionalism and attention to detail.
• Event Support: Collaborate with the Marketing & Sales Enablement team to deliver high-quality client events, overseeing logistics, communications, and guest coordination. Liaise directly with clients and internal stakeholders to ensure a seamless and professional event experience that reflects the firm’s standards of excellence.
• Business Management:
  • Anticipate challenges, identify opportunities for efficiency, and proactively solve problems.
  • Support the continuous improvement of administrative processes, helping to streamline workflows and strengthen team effectiveness.
  • Provide reliable cross-team support to ensure seamless operations.
  • Represent the firm as a professional first point of contact for clients and guests.
  • Represent RPIA’s values of collaboration, accountability, and excellence in every interaction.
• Ad Hoc Project Support: Provide proactive support on special initiatives, assisting with data gathering, reporting, and event logistics as required. Ensure timely, accurate, and professional execution of project deliverables.
• Prioritization – Effectively balances competing demands, ensuring objectives and deadlines are met. Serves as a culture carrier, models adherence to policies, and escalates issues appropriately.
• Attention to Detail – Demonstrates meticulous accuracy and ensures all instructions and deliverables are executed with precision and care.
• Organization – Maintains structure and order in a fast-paced environment, organising tasks, information, and stakeholders to achieve strong results.
• Communication – Communicates clearly, professionally, and with emotional intelligence. Conveys information effectively and fosters open collaboration across teams.
• Persistence & Motivation – Demonstrates initiative, resourcefulness, and follow-through. Takes ownership of outcomes and proactively seeks solutions to support executives and firm objectives.
• Integrity & Honesty – Acts with discretion, ethics, and transparency. Upholds RPIA’s values, earns trust, and protects confidentiality in all interactions.

Requirements

• Proven experience providing executive-level support to C-suite executives or senior leaders in a dynamic, professional environment.
• Exceptional organisational and interpersonal skills, with the ability to anticipate needs and manage multiple priorities seamlessly.
• Advanced proficiency in Concur, Microsoft Office, particularly Outlook, Excel, SharePoint, and Teams, and other collaboration tools.
• Demonstrated agility in adapting to changing priorities, managing ambiguity, and learning quickly in a fast-paced setting.
• Sound judgment and discretion when handling confidential and time-sensitive information under tight deadlines.
• Proactive mindset with a commitment to creating a positive, professional experience for internal and external stakeholders.
• Valid full G Ontario driver’s licence, with a willingness to support occasional off-site errands or event logistics as required.
• Artificial Intelligence may be used as part of this recruitment initiative.
• Compensation Range: $60,000–$75,000 base salary; additional compensation may be available.

RPIA is proud to be Great Place to Work Certified. What sets us apart?

• 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, is an Employee and Family Assistance Program that supports mental well-being and extends to all family members in your household.
• Opportunities for professional and personal growth through:
  • Cross-functional Mentorship Program
  • Internally curated Leadership Skills training program

RPIA is an Equal Opportunity Employer

We believe in the power of diversity of thought, and we aspire to have an inclusive workplace that mirrors the fabric of our community. We strongly encourage applications regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. We are committed to providing an accessible and equitable application and hiring process and will make accommodations should you require them at any point. We encourage you to connect with us at [e-mail] if you require accommodation during the recruitment process.

Our culture is defined by our six core values: Client-First, Innovation, Excellence, Partnership, Integrity, and Giving Back. Our clients often say the outstanding service we deliver is as important to them as the returns we achieve for them. With over 135 employees and approximately $23 billion in assets under management for a broad investor base of institutions and private clients, we proudly remain privately owned by employees who invest alongside our clients.