Administrative Assistant

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

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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