Executive Receptionist & Office Manager

University of Minnesota; Saint Paul (MN); Hybrid; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking an Executive Receptionist & Office Manager to be the first point of contact for guests. This role demands exceptional customer service skills and the ability to manage the President's schedule efficiently. The ideal candidate will ensure that the office operates smoothly, supporting both staff and visitors with professionalism. This position offers a dynamic work environment where you can contribute to a positive atmosphere while handling various administrative tasks. If you thrive in a fast-paced setting and enjoy interacting with diverse individuals, this opportunity is perfect for you.

Qualifications

• Exceptional customer service skills and experience in an administrative role.
• Ability to manage schedules and coordinate logistics effectively.

Responsibilities

• Provide administrative support to the Office of the President staff and visitors.
• Lead daily front desk operations with a focus on customer service.

Skills

Customer Service

Administrative Support

Organization

Event Planning

Communication

Education

High School Diploma

Associate's Degree

Job description

The Executive Receptionist & Office Manager is the first point of contact for guests in the Office of the President. This position represents the Office of the President by providing exceptional customer service in person, by email, and over the phone. The Executive Receptionist & Office Manager supports the President's staff by ensuring the supplies are stocked, systems are functional, and the office is operating at peak efficiency. This position also keeps the President and senior staff informed, prepared, and on schedule.

Job Duties

Administrative Management Responsibilities (60%)

• Provide administrative support to the Office of the President staff and visitors.
• Monitor the President's schedule and plan logistics for upcoming appointments/visitors.
• Assist with outgoing print and email correspondence, triage and distribute incoming mail.
• Assist Office of the President staff with project support, event planning, and stadium preparation for home football games.
• Make recommendations to improve office operations' efficiencies and effectiveness.
• Order office supplies and monitor inventory.
• Create and support a positive, team-oriented working environment.

Oversee Front Desk Experience (40%)

• Interact with faculty, staff, students, community members, vendors, and visitors, ensuring a welcoming environment.
• Lead daily front desk operations with a focus on customer service, organization, and efficiency.
• Collaborate with other members of the President's Office to prepare for meetings and manage visitor flow.
• Respond promptly to voicemails and emails, triaging and referring as needed.
• Coordinate with front-line staff of other senior leaders for communication and information sharing.
• Work with UMPD to ensure security practices are current and effective.
• Maintain the physical environment of the Office of the President to high standards.
• Coordinate with Facilities Management for operational needs.
• Manage the office filing system.

Schedule

• Work Days: Monday to Friday
• Work Hours: 8 am to 5 pm
• Work Mode: In-person Monday to Thursday, hybrid on Fridays