Core Responsibilities
Client & Visitor Experience
Welcome clients, candidates, and visitors with a warm, professional presence that reflects Vanguard’s standards
Manage visitor check-in, security protocols, and coordination with internal stakeholders
Escort visitors and vendors as needed
Support executive and client meetings, including room setup, coordination, and hospitality
Front Desk & Communications
Manage incoming calls, inquiries, and general office communications with professionalism and accuracy
Ensure consistent front desk coverage and effective communication across the team
Office Operations & Coordination
Oversee daily office activities, including mail distribution, couriers, and supply management
Coordinate with vendors (e.g., facilities, catering, building management) to support office needs
Maintain a clean, organized, and professional workspace, including reception and common areas
Administrative & Team Support
Provide administrative support across the team as needed (e.g., scheduling, meeting coordination, document preparation)
Assist with team events, onboarding activities, and workplace initiatives
Support ad hoc requests, events, and projects
Support office safety procedures, including coordination during emergency situations
Qualifications
1–3 years of experience in reception, office administration, or a client-facing role
Experience in a corporate or financial services environment is an asset
Post-secondary education in business or office administration preferred
Skills & Attributes
Strong client service orientation with a professional and approachable presence
Excellent communication skills (verbal and written)
Highly organized with strong attention to detail
Ability to manage multiple priorities with efficiency and sound judgment
Proactive, dependable, and collaborative
Proficiency with Microsoft Office tools (Outlook, Teams, Word, Excel)
Expected Salary Range: $70,000-$75,000
Our compensation ranges are based on role, level, and local market. Individual pay within the range is determined by factors such as job-related skills, experience, and relevant education or training. For part-time roles, pay will be pro-rated based on regularly scheduled hours.
In addition to the range above, Vanguard’s total compensation package may include performance-based incentives, discretionary bonuses, and other perks. We also offer comprehensive benefits such as health insurance, accident and life insurance, and retirement savings plans. Your recruiter will be able to provide additional details on the total compensation offering during the hiring process.
AI Disclosure Statement
Vanguard does not use artificial intelligence (AI) or automated decision-making tools in its recruitment process. All application reviews and hiring decisions are made by our recruitment team.
Accommodations
Vanguard is committed to fostering an accessible and inclusive workplace. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation at any stage of the recruitment process, please inform us. We will work with you to meet your needs and you can reach us at [email protected], quoting the job ID and job title.
How We Work
Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.
Skills Required
- 1-3 years experience in reception, office administration, or a client-facing role
- Proficiency with Microsoft Office tools (Outlook, Teams, Word, Excel)
- Excellent communication skills (verbal and written)
- Strong client service orientation with a professional and approachable presence
- Highly organized with strong attention to detail
- Ability to manage multiple priorities with efficiency and sound judgment
- Proactive, dependable, and collaborative
- Experience in a corporate or financial services environment
- Post-secondary education in business or office administration
Vanguard Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Vanguard and has not been reviewed or approved by Vanguard.
-
Retirement Support — Retirement support appears unusually strong through a 401(k) design that includes a match plus an additional employer contribution, which can materially lift long-term total rewards. HSA seeding and an enhanced employer match further strengthen the savings-and-benefits value of the package.
-
Wellbeing & Lifestyle Benefits — Wellbeing and lifestyle support is reinforced by a sizable annual FlexFund stipend that can be applied across many day-to-day categories such as fitness, childcare, and other personal expenses. On-site or virtual clinics and fitness options add practical health and wellness convenience.
-
Affordable Benefits — Healthcare and related benefits are positioned as comparatively affordable via heavily subsidized medical plans and broad coverage options. This affordability can offset moderate base pay for employees who place higher value on out-of-pocket cost reductions.
Vanguard Insights
What We Do
We are a community of 30 million who think – and feel – differently about investing. Together, we’re changing the way the world invests. Since our founding in 1975, helping our investors achieve their goals is our sole reason for existence. With no other parties to answer to and therefore no conflicting loyalties, we make every decision—like keeping investing costs as low as possible—with only your needs in mind. Vanguard is one of the world's largest investment companies, offering a large selection of high-quality low-cost mutual funds, ETFs, advice, and related services. Individual and institutional investors, financial professionals, and plan sponsors can benefit from the size, stability, and experience Vanguard offers. As of April 30, 2019, we managed more than $5.6 trillion in global assets. In addition, we have 189 funds in the United States and 225 funds in global markets. For Commenting Guidelines & Important information, visit here: http://vanguard.com/linkedin Vanguard Marketing Corporation, Distributor.
