Job Description

Administrative Assistant

Please note:

• Current work authorization for Canada is required for all openings.
• You will be working on a hybrid schedule as part of Fidelity’s dynamic working arrangement.
• This is a regular, full-time opportunity.
• The work location for this role is 483 Bay Street in Toronto until approximately late 2026, when the work location will change to the new Mississauga office at 3 Robert Speck Parkway.

Who We Are

At Fidelity, we’ve been helping Canadian investors build better financial futures for over 35 years. We offer individuals and institutions a range of trusted investment portfolios and services - and we’re constantly seeking to find new and better ways to help our clients. As a privately owned company, we boldly embrace innovation in all areas as we continue to grow our business into the future.

Working with us means you’ll be part of a diverse and dedicated group of people who make a real difference for our clients and communities every day. You’ll have a wide range of opportunities to grow and develop your career in an inclusive environment where you’ll feel valued and supported to be your best - both personally and professionally.

How You’ll Make an Impact

As Administrative Assistant, Marketing, you will play a key role in keeping Fidelity Canada’s Marketing team organized, responsive and operating smoothly. You will provide administrative, procurement, coordination and operational support to Marketing leaders and teams, helping ensure day-to-day work is completed accurately, efficiently and on time.

This is a hands-on coordination role with a strong focus on purchase orders, invoice management, vendor documentation, executive support, committee coordination, meeting logistics and Marketing operations. You will act as a central point of contact for administrative needs, helping resolve issues, coordinate requests and support the smooth operation of a busy, high-performing Marketing function.

The successful candidate will be proactive, highly organized, service-oriented and comfortable working with senior leaders, internal partners and external vendors.

What You’ll Do

Provide executive and administrative support

• 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.

Support purchase orders, invoicing and procurement

• 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.

Support Marketing committees, workshops and recurring meetings

• 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 Marketing operations, events and ad hoc projects

• 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, records and team administration

• 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.

What We’re Looking For

• 1–3 years of experience in an executive or administrative assistant required.
• 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.
• Post-secondary education or equivalent work experience required.

The Expertise You Bring

• 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 with procurement systems, invoice management is an asset.

Total Rewards That Reflect Your Impact

We believe exceptional work deserves exceptional recognition. That’s why we offer a competitive compensation package designed to support your success today—and your financial well-being tomorrow.

For this role, your total rewards include:

• 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.

We’re proud to offer a compensation package that aligns with provincial pay transparency requirements

This posting represents an existing vacancy within our organization—an opportunity to step into a role where your talents will make a meaningful difference.

Some of the ways we will help you feel valued and supported as part of our team:

• 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.

We care a lot about fostering a compassionate, people-centric culture, and are proud to have been named one of Canada’s Top 100 employers for the last five years.

We use AI-enabled LinkedIn Hiring Assistant to support parts of our sourcing process. Every hiring decision is reviewed and finalized by our recruiters. If you choose to ask questions to the LinkedIn HR Hiring Assistant, please be mindful that the responses are not official and must be confirmed for accuracy and completeness by Fidelity. If you are selected for an interview, the recruiter who contacts you can best answer your questions.

Fidelity Canada is an equal opportunity employer

Fidelity Canada is committed to fostering a diverse and inclusive workplace. We will consider all qualified applicants for employment regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, age, disability, family status, protected veterans’ status, Aboriginal/Native American status or any other legally-protected ground.

Accommodation during the application process

Fidelity Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in the selection process. If you require an accommodation, please email us at FidelityCanadaStaffing@fidelity.ca

No telephone inquiries or agencies please. We thank all applicants for their interest, please be advised that only those selected for an interview will be contacted.

Why Work at Fidelity?

We are proud to be recipients of the following:

Awards

• Canada's Top 100 Employers
o Greater Toronto's Top Employers
o Canada's Top Family-Friendly Employers
o Canada's Top Employers for Young People

• Great Place To Work® Certified
o Best Workplaces for Inclusion
o Best Workplaces for Mental Wellness
o Best Workplaces for Today's Youth
o Best Workplaces for Women
o Best Workplaces in Financial Services & Insurance
o Best Workplaces in Ontario
o Best Workplaces with Most Trusted Executive Teams

• LinkedIn Top Companies in Canada

• Human Resource Director (HRD) - Best Place To Work
o HRD - 5-Star Benefit Program
o 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