Administrative Assistant

Fidelity Canada is a company that has been helping Canadian investors build better financial futures for over 35 years. As an Administrative Assistant in the Marketing team, you will provide essential administrative, procurement, coordination, and operational support to ensure the team's efficiency and effectiveness.

Responsibilities

• Manage calendars for senior Marketing leaders, including scheduling meetings, resolving conflicts and coordinating follow-up
• Coordinate meetings, including room bookings, Zoom setup, materials, agendas and logistics
• Support travel planning, itinerary changes and troubleshooting as needed
• Prepare and submit expense reports accurately and on time
• Liaise with other Executive Assistants and Administrative Assistants to coordinate leadership meetings and cross-functional priorities
• Act as a central point of contact for administrative requests, helping resolve issues or direct inquiries appropriately
• Provide coverage and support to Directors and other Marketing leaders as required
• Create and submit purchase orders and process change orders accurately and on time
• Support invoice processing, payment follow-up, insufficient balance issues and urgent escalations
• Coordinate with Finance, Procurement, Legal, P2P and internal Marketing stakeholders to resolve vendor and payment issues
• Assist with vendor onboarding, documentation and related materials, including statements of work, master service agreements, contracts and payment records
• Retrieve, organize and share invoices, statements of account, receipts and other payment documentation
• Submit cheque requests where required and follow up to confirm payment completion
• Help maintain accurate records related to vendors, invoices, purchase orders and payments
• Prepare, consolidate and distribute materials for committee meetings and workshops
• Manage agendas, supporting documents and meeting logistics
• Coordinate room bookings, calendar invitations, Zoom details and follow-up items for recurring committee meetings
• Help ensure committee materials are complete, organized and available in a timely manner
• Coordinate catering, room setup and logistics for meetings, offsites and leadership sessions
• Organize team dinners, socials and other departmental events
• Liaise with external vendors such as restaurants, venues and service providers
• Set up meetings with external partners and coordinate related logistics
• Support time-sensitive operational requests and one-off projects across Marketing teams
• Coordinate office administration requests, including workspace changes, access requests, equipment needs and related follow-up
• Support onboarding for new team members, including equipment, software access, workspace needs, welcome materials and first-day logistics
• Maintain departmental records, reports, tracking documents, databases and email distribution lists
• Respond to internal and external inquiries by gathering relevant information, directing requests to the appropriate contact and helping explain standard processes
• Help ensure administrative processes are followed accurately and consistently across the team

Skills

• Current work authorization for Canada is required for all openings
• 1–3 years of experience in an executive or administrative assistant required
• Post-secondary education or equivalent work experience required
• Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment
• High attention to detail, accuracy and follow-through
• Strong verbal and written communication skills
• Sound judgment, discretion and ability to handle confidential information
• Strong interpersonal skills and a professional, service-oriented approach
• Ability to work independently, anticipate needs and solve problems proactively
• Comfort working with senior leaders, internal partners and external vendors
• Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint
• Experience supporting senior leaders and managing complex calendars
• Experience with purchase orders, invoices, procurement processes, vendor onboarding or payment follow-up is strongly preferred
• Experience in financial services, asset management, marketing or a corporate environment is an asset
• Experience with procurement systems, invoice management is an asset

Benefits

• Base Salary and Discretionary Performance Bonus A competitive annual range of $60,000 to $76,000, based on your experience and qualifications.
• RRSP Contribution After 6 months of employment, we invest in your future with an RRSP contribution—no employee matching required.
• Flexible working arrangements.
• Competitive total compensation, including company contributions to your group RRSP without a matching requirement from you.
• Comprehensive health benefits that start on your first day, with 100% employer-paid premiums, which include up to $5,000 annually for mental health services and therapy.
• Parental leave top-up to 100% of your salary for a period of 25 weeks.
• Up to $650 for home office equipment.
• Generous time off policy, including two paid days annually to volunteer at a charity of your choice.
• Diversity and inclusion programs, including an active network of Employee Resource Groups.
• Extensive professional development opportunities, including access to over 11,000 training and development courses, tuition reimbursement, and monetary rewards for completing a required designation.

Company Overview