Receptionist and Office Assistant
About The Position
The Receptionist and Office Assistant will provide reception and administrative assistance at the Munk School of Global Affairs & Public Policy. This role serves as the front-line receptionist, greeting visitors, responding to inquiries, and redirecting them as needed. The position assists with student record clerical activities, manages the main telephone line, handles courier packages and mail, and coordinates room bookings and appointments. Additionally, the incumbent supports the Masters of Global Affairs and Undergraduate programs teams by providing administrative support, including booking space for classrooms and events, coordinating event logistics, and maintaining administrative documents. They will also provide information to prospective students about the application process and assist with preparing admissions applications. This role involves creating and updating documents and spreadsheets, maintaining filing systems, updating School lists, and photocopying/collating materials. The Receptionist and Office Assistant collaborates with administrative staff to coordinate event logistics, including venue and catering arrangements, managing registrations, and compiling event materials. They will also collect invoices and receipts for office expenses, maintain office supplies, and manage orders for office equipment maintenance and repairs, keeping logs of office equipment.
Requirements
- College Diploma (2 years) or acceptable combination of equivalent experience.
- Minimum two years recent and related clerical, administrative and reception experience in a post-secondary environment.
- Experience providing excellent customer services in a busy office environment.
- Experience scheduling appointments, booking rooms, booking travel arrangements and accommodations.
- Experience maintaining electronic and physical filing systems.
- Experience writing, proofreading, and editing documents.
- Experience making minor purchases, preparing expense, and reimbursements.
- Experience working with databases.
- Proficient in MS Word and Excel skills; skilled in data entry and working with databases.
- Excellent verbal and written communication skills, with the ability to interact professional with others.
- Excellent data entry skills.
- Demonstrated ability to work in a fast pace, busy office.
- Demonstrated ability to interact with people in a tactful, polite, professional and diplomatic way.
Nice To Haves
- Experience with Canva would be an asset.
Responsibilities
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Booking rooms and arranging appropriate accommodations
- Liaising with contacts to ensure consistent administration procedures are followed. Identifying and introducing variations to established administration processes
- Writing routine documents and correspondence. Verifying the accuracy and completeness of documents
- Determining logistical details and activities for events and/or programming
- Making minor purchases
- Reporting and following up on facilities issues within the building
- Providing administrative support as needed to the Office of the Director and Executive Director of the School
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
