Administrative Assistant, Marketing

Role Overview

Fidelity Canada is hiring a full-time Administrative Assistant to support its Marketing organization. In this position, you will help keep leaders, teams, vendors and operational workflows coordinated, organized and moving efficiently. The role combines executive support, procurement administration, vendor coordination, meeting logistics and general Marketing operations support.

You will serve as a key administrative contact for the team, helping with scheduling, documentation, payment follow-up, committee coordination, events and onboarding tasks. The ideal candidate is highly organized, proactive, dependable and comfortable working with senior stakeholders, internal teams and external partners.

Important Notes

• All applicants must already have authorization to work in Canada.
• The role follows a hybrid working arrangement.
• This is a regular, full-time position.
• The current workplace is 483 Bay Street in Toronto. Around late 2026, the office will move to 3 Robert Speck Parkway in Mississauga.

What You Will Be Doing

Executive and administrative support

• Maintain calendars for senior Marketing leaders, including arranging meetings, handling conflicts and managing follow-up.
• Set up meetings and ensure room reservations, Zoom access, materials, agendas and other logistics are ready.
• Assist with travel arrangements, itinerary updates and related troubleshooting.
• Prepare expense claims accurately and submit them within required timelines.
• Work with other executive and administrative assistants to coordinate leadership meetings and shared priorities.
• Serve as a first point of contact for administrative requests and route issues to the right person when needed.
• Provide backup support to Directors and other Marketing leaders when required.

Procurement, invoicing and vendor support

• Create and submit purchase orders and change orders with accuracy and timeliness.
• Assist with invoice handling, payment tracking, insufficient balance issues and urgent escalations.
• Partner with Finance, Procurement, Legal, P2P and Marketing stakeholders to resolve vendor and payment matters.
• Help with vendor setup and documentation, including statements of work, master service agreements, contracts and payment records.
• Collect, sort and share invoices, account statements, receipts and related payment files.
• Submit cheque requests when necessary and confirm that payments are completed.
• Keep vendor, invoice, purchase order and payment records current and organized.

Committee and meeting coordination

• Compile, prepare and send materials for committee meetings and workshops.
• Organize agendas, reference documents and meeting logistics.
• Arrange room bookings, calendar invitations, Zoom links and follow-up items for recurring meetings.
• Make sure committee materials are complete, well organized and delivered on time.

Marketing operations, events and special projects

• Coordinate catering, room arrangements and event logistics for meetings, offsites and leadership sessions.
• Plan team dinners, social gatherings and other department events.
• Work with outside vendors such as restaurants, venues and service providers.
• Schedule meetings with external partners and manage related logistics.
• Support urgent operational needs and short-term projects across Marketing teams.
• Handle office administration requests such as workspace changes, access requests, equipment needs and follow-up tasks.

Onboarding, records and team administration

• Support onboarding for new team members by arranging equipment, software access, workspace needs, welcome materials and first-day logistics.
• Maintain departmental records, reports, tracking tools, databases and email distribution lists.
• Respond to internal and external inquiries by collecting information, directing requests and explaining standard processes.
• Help ensure team administrative processes are followed consistently and accurately.

What You Need

• 1 to 3 years of experience in an executive assistant or administrative assistant role.
• Prior experience supporting senior leaders and managing complex calendars.
• Experience handling purchase orders, invoices, procurement workflows, vendor onboarding or payment follow-up is strongly preferred.
• Background in financial services, asset management, marketing or a corporate setting is an advantage.
• Post-secondary education or equivalent practical experience is required.

Skills and Strengths

• Excellent organization and multi-tasking in a busy environment.
• Strong attention to detail and a disciplined approach to follow-through.
• Clear verbal and written communication.
• Good judgment and the ability to manage confidential information carefully.
• Professional, service-focused interpersonal skills.
• Ability to work independently, anticipate needs and solve problems before they escalate.
• Comfort interacting with senior leaders, internal stakeholders and external vendors.
• Strong working knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
• Exposure to procurement platforms and invoice management tools is an asset.

Compensation and Benefits

The annual base salary for this role is between CAD 60,000 and CAD 76,000, with discretionary performance bonus eligibility.

After 6 months of employment, the company contributes to your RRSP without requiring any employee match.

• Flexible work arrangements.
• Company contributions to group RRSP without a matching requirement.
• Health benefits begin on day one and are fully employer-paid, including up to $5,000 per year for mental health services and therapy.
• Parental leave top-up to 100% of salary for 25 weeks.
• Up to $650 for home office equipment.
• Generous paid time off, including two paid volunteer days per year.
• Employee Resource Groups and diversity and inclusion programs.
• More than 11,000 learning and development courses, tuition reimbursement and monetary rewards for completing a required designation.

Additional Information

This posting is for an existing vacancy. The organization emphasizes a people-first culture and has been recognized among Canada’s Top 100 Employers for the past five years.

Equal Opportunity and Accommodation

The employer is committed to inclusive hiring and will consider qualified applicants regardless of race, colour, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, age, disability, family status, protected veteran status, Aboriginal/Native American status or other legally protected grounds. Candidates with disabilities may request accommodations during the hiring process by emailing FidelityCanadaStaffing@fidelity.ca.

Application Notes

No telephone inquiries or agencies, please. Only candidates selected for an interview will be contacted.

Awards and Recognitions

• Canada’s Top 100 Employers
• Greater Toronto’s Top Employers
• Canada’s Top Family-Friendly Employers
• Canada’s Top Employers for Young People
• Great Place To Work® Certified
• Best Workplaces for Inclusion
• Best Workplaces for Mental Wellness
• Best Workplaces for Today’s Youth
• Best Workplaces for Women
• Best Workplaces in Financial Services & Insurance
• Best Workplaces in Ontario
• Best Workplaces with Most Trusted Executive Teams
• LinkedIn Top Companies in Canada
• HRD - Best Place To Work
• HRD - 5-Star Benefit Program
• HRD - 5-Star Diversity & Inclusion Employer

Designations

• Canadian Compassionate Companies – Certified
• Benefits Canada’s Workplace Benefits Award - Future of Work Strategy
• TalentEgg National Recruitment Excellence Award - Special Award for Diversity & Inclusion in Recruiting
• Canadian HR Reporter’s Most Innovative HR Team