Front Desk Administrative Assistant

University of Victoria; Victoria; On-site; CAD 45,000 - 60,000; Full time

Job summary

A prominent educational institution in Victoria is seeking a Front Desk Administrative Assistant who will be the first point of contact at the facility. This role entails delivering excellent reception services, coordinating meetings and events, and supporting the Corporate Services team. Candidates should have a strong background in office administration and interpersonal communication. The position offers opportunities to work in a dynamic environment while ensuring a positive experience for visitors and staff.

Responsibilities

• Provide reception and facility services.
• Coordinate meetings and events.
• Support the Corporate Services team.

Skills

Diversity and inclusion

General office administration

Event coordination

A/V equipment troubleshooting

Records management

Scheduling tools

Privacy awareness

Microsoft Office

Organizational skills

Interpersonal skills

Problem-solving

Data entry

Reception management

Policy application

Judgment

Multitasking

Training others

Physical ability to move equipment

Time-sensitive support

Education

3-5 years relevant experience

Tools

Microsoft Teams

Zoom

Job description

Reporting to the Corporate Services Manager, the Front Desk Administrative Assistant is the first point of contact at the Queenswood facility and represents Ocean Networks Canada (ONC) by ensuring reception services are delivered with attention to detail and a focus on service excellence.

This position supports the effective and efficient operation of ONC by providing reception and facility services, coordinating meetings and events, and delivering administrative support to the Corporate Services team. The role also acts as the primary liaison with UVic Properties and other service providers.

The Front Desk Administrative Assistant supports the reception area by coordinating day-to-day operations, managing inquiries and booking requests in a timely and efficient manner, and helping ensure a positive experience for all visitors and staff.

This position will also provide coverage for other ONC Administrative Assistants during absences and peak periods, performing related duties of similar scope and complexity.

This position requires a level of education, training, and experience equivalent to 3-5 years’ experience working within a comparable environment.

Knowledge/Skills/Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Knowledge of general office administration practices and procedures
• Familiarity with event coordination and travel logistics, including coordinating vendors and managing bookings
• Working knowledge of A/V equipment and basic troubleshooting
• Understanding of records management systems (digital and physical)
• Knowledge of scheduling tools, including Outlook calendars and Microsoft Teams/Zoom
• Awareness of privacy, confidentiality, and workplace policies (e.g., FOIPPA)
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Strong organizational and time management skills with ability to prioritize competing demands
• Excellent communication skills and strong interpersonal skills with the ability to work collaboratively and professionally with a wide range of people
• Skilled in problem-solving and identifying efficient, cost-effective solutions
• Accurate data entry and report creation skills
• Ability to manage and reconcile credit card purchases and maintain records
• Ability to manage a high-traffic reception area and respond to inquiries with clarity and efficiency
• Ability to interpret and apply organizational policies and procedures
• Ability to work independently, exercise sound judgment, and handle sensitive information with discretion
• Ability to multitask in a dynamic environment with frequent interruptions
• Ability to support multiple teams and adapt to changing priorities
• Ability to train and orient others on office systems and processes
• Ability to move equipment up to 25lbs
• Experience supporting time-sensitive requests and shifting priorities in a fast-paced environment