Executive Assistant - AMS

Alma Mater Society of Queen's University Inc.•Kingston, ON

1d•Onsite

About The Position

The Alma Mater Society (AMS) is the oldest student association in Canada and has been a central student organization at Queen's since its founding in 1858. Today, the AMS acts as a service, advocacy, and governing body on behalf of all students enrolled in AMS-affiliated programs at Queen's University. The AMS is a not-for-profit entity created by the Society to ensure its continuing financial viability by overseeing the management of its services and associated financial affairs. It is bound by the By-laws and corporate philosophy of our Mission and Operating statements as set out in the AMS Constitution. In addition to providing wage-based service staff positions for students wanting employment, the AMS seeks to support the Society's broader objectives through the provisioning of a high quality, relevant range of student funded services, that provide a wide range of employment opportunities and meaningful out-of-classroom learning and skill acquisition experiences for students. Reporting to the Communications Office, the Executive Assistant provides the first point of contact for the AMS in person and on the telephone. The Executive Assistant greets visitors, helps them navigate through the office as well as screening calls to forward appropriately. This role is responsible for the receipt, sorting, and distribution of mail. The role monitors the Front Desk and the Student Fees Inquiries email boxes, maintains the supplies inventory, and other duties as assigned. Administrative support is also provided to the AMS Executive as required. The Executive Assistant duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards. Customer service attitude is necessary in this role. The ability to work under pressure of multiple priorities and frequent interruptions. Maintaining a professional and friendly composure throughout interactions with staff and visitors.

Requirements

Proficiency with Microsoft Office Suite.
Strong written and verbal communication skills and the ability to adjust communication style for the audience.
Ability to remain calm and poised in urgent situations.
Ability to be resourceful and proactive when issues arise.
Demonstrated time-management skills.
Demonstrated ability to interact with a variety of people in many different contexts.
Judgement in handling sensitive situations and knowing when to escalate issues for resolution.

Nice To Haves

Customer service attitude is necessary in this role.
The ability to work under pressure of multiple priorities and frequent interruptions.
Maintaining a professional and friendly composure throughout interactions with staff and visitors.

Responsibilities

Greets visitors to the AMS and directs them appropriately to offices, meeting rooms, and information displays as appropriate.
Provides basic and accurate information in-person and via phone/email.
Answering AMS general telephone line, responding to general questions and forwarding calls as needed.
Monitors AMS Front Desk email, responding as appropriate and forwarding as needed.
Monitors AMS Student Fees inquiries email.
Updates and distributes internal AMS communications contact list.
Receives, sorts, and distributes incoming mail and packages.
Monitors common office supplies cabinets for inventory needs.
Completes periodic ordering of supplies as approved by the President.
General upkeep and tidying of the AMS lounge, kitchen, and meeting rooms.
Provides administrative support to the Executive and Managers as assigned.
Other duties as assigned.