Administrative Assistant

Toronto, Ontario, Canada | Full-time | Partially remote


Vested is an award winning integrated communications agency focused on the future of finance. We work with our clients to raise their profile, improve their reputation and drive sales. 

Named a top 10 financial communications agency, one of the top 50 Most Powerful PR agencies and one of the fastest-growing agencies globally, Vested is for "creative nerds" - hardworking, fun, charismatic, entrepreneurial individuals who are looking to jump into a fast-paced environment.

Vested is growing rapidly in Canada and we’re searching for the right candidates who want to be a key part of our success.

Vested Administrative Assistants are integrally involved in the day-to-day support of office activities, working collaboratively with all their team members to ensure tasks and projects are being completed on-time and to the Vested standard. Administrative assistants provide support to the Office/HR Manager and CEO to help with projects and the many core functions that help keep the office running successfully.

General responsibilities will include, but are not limited to:

  • Serves as the “Chief Greeter” for all visitors, acting as a brand ambassador in all interactions 
  • Manages complex scheduling among internal and external stakeholders
  • Maintains bookkeeping filing system, filing all invoices and receipts into Hub Doc in a timely manner
  • Assists with maintaining Account Receivables (A/R) and Accounts Payables (A/P) using Quickbooks online
  • Assists with managing executive schedules, appointments, calendars as well as travel arrangements
  • Manages IT relations with the company's IT provider 
  • Assists with new employee on-boarding, ensuring all tech requirements are met and set up in advance 
  • Assists with maintaining the office budget/inventory and ordering office supplies when necessary 
  • Assists with event planning and execution, including organizing meeting and conference rooms, and ordering and receiving catering for agency and client meetings
  • Exhibits polite and professional communication skills via email, phone, and in person
  • Answers phone calls, emails and supports employees coming into the office
  • Carries out administrative duties such as filing, copying, scanning etc. 
  • Works collaboratively alongside other team members and with other Vested Offices
  • Supports CEO and Office/HR Manager as needed

This position is ideal for someone entrepreneurial at heart and looking for real, hands-on experience in helping to build and establish a growing agency.

Other key characteristics include:

  • Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides)
  • Proficiency with Quickbooks Online 
  • Excellent time management skills and the ability to prioritize work
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multitask
  • Attention to detail and problem solving skills