Administrative Assistant/Front Desk Receptionist
About the role
Conference Services
Thunder Bay
Full-time
Permanent
##Overview
Reporting to the Manager, Catering & Conference Services and supporting the on-site Thunder Bay team and remotely supporting the Orillia team, the Administrative Assistant will oversee a variety of responsibilities involving financial accountability and reporting; employee recruitment and record keeping; data reporting; inventory control – including within our food service operations; internal and external client tabling, firepit and delivery bookings; summer hotel operations; and year-round guest suites. From April to August, coordinating & executing hotel operation including training staff for guest relations and payment processes – which includes a change in weekly schedule to suite operational needs.
##Responsibilities
- First Point of contact and response to all phone, email, and in-person enquiries (provide information, customer service, answer questions to guests, students, employees, faculty etc.)
- Communicate flow of information to all staff members (mass email communication, google calendar holds etc.)
- Upkeep of 'conference.services@' and 'guest.services@' email inboxes. Triaging email enquiries to coordinators, manager, director, or support staff as needed.
- Schedule regular departmental meetings, take minutes and share with attendees, record action items and support follow up when appropriate
- Receives, pays and tracks bills and invoices related to the department, in Thunder Bay and Orillia (Cafeteria Expense; Office Expenses; Inventory Purchases; Advertising Invoices etc.)
- Generate purchase requisitions following purchasing policy
- Reconcile Purchasing Card Statements ensuring all receipts are accounted for, allocating budget codes, and submitting to Financial Services
- Coordinate Year Round Conference Suites with Manager: Screen requests, schedule tour/provide information, contract, payment, track monthly rent
- Oversight of "Summer Guest Accommodations/Hotel" from May to August with Manager. Responsible for start-up operations and work orders, key inventory management,
- Oversight of Property Management System, booking website for both Thunder Bay and Orillia Campuses: updates to inventory, rates, packages, and availability. Supported by Front Desk staff (Orillia) and Manager (Thunder Bay)
- Post Job Vacancies, Coordinate Interviews and Reference Checks, Process Employee Information Forms and Supporting Forms to HR for Part-Time Staff
- Coordinate Fire Pit, Tabling, Set up & Delivery Requests for internal and external clients (inquiry to invoicing)
- Annual Inventory management and maintenance for both Thunder Bay and Orillia: Office and Meeting Room Technical Equipment, Event & Hotel Supplies, Kitchen Equipment & Supplies. (Supported by FCS Manager, Residence Operations, Food Services Provider)
- Support for Residence Operations Administration – Thunder Bay and Orillia as required
- Support for Residence Life Move-In Day and during Check-Out
##Qualifications
- Post-secondary education with relevant work experience
- Hotel experience, front of house
- Financial literacy skills
- Exceptional customer service skills
- Exceptional organizational and time management skills
- Exceptional verbal and written communication skills
- Ability to maintain confidentiality
- Ability to exercise tact, judgement, initiative
- Knowledge and high comfort level for computer programs and systems - Google Suite, Microsoft Office, Internet/Email, POS Systems. Familiarity of PMS & EMS an asset.
- Able to handle cash, debit, credit cards
- A valid full G Drivers Licence
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
**We appreciate your interest; Lakehead University is committed to supporting an accessible environment.**Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.
Benefits Information
Why Lakehead
Application Deadline:
Friday, April 3, 2026 - 11:59pm
Salary:
Level 7: 48,521.20 - 57,348.20
Contact Information:
Application Deadline:
Friday, April 3, 2026 - 11:59pm
Salary:
Level 7: 48,521.20 - 57,348.20
Yes, eligible for benefits
Contact Information:
Not the right fit? Search for Administrative Assistant/Front Desk Receptionist jobs in Thunder Bay, ON
About Lakehead University
Lakehead University offers an exceptional and unconventional education that can help you become who you want to be.
The University’s focus is nurturing scholarship. Lakehead is an innovative, comprehensive university that values the potential in all its students, giving them the highest chance of success. For every student who knows what they want to achieve and is committed to their own success, we provide an education focused on independent thinking, unconventional scholarship, and a close sense of community.
Over 8,700 students and 2,000 faculty and staff learn and work in ten faculties at Lakehead Orillia and Lakehead Thunder Bay, home to Ontario’s first new Faculty of Law in 44 years. Lakehead is consistently among Canada’s Top 10 undergraduate universities in Maclean’s Magazine University Rankings), as well as ranking highly in Canada for its innovative research (Re$earch Infosource).
Lakehead Orillia maintains its Leadership in Energy and Environmental Design (LEED®) status.
Click the link to take a virtual or an in-person tour - www.lakeheadu.ca/future-students/campus-tours
Click the link to ask questions about Lakehead University - www.lakeheadu.ca/studentcentral/ask-lakehead
For more information about Lakehead University, visit www.lakeheadu.ca.
Similar jobs you might like
Administrative Assistant/Front Desk Receptionist
About the role
Conference Services
Thunder Bay
Full-time
Permanent
##Overview
Reporting to the Manager, Catering & Conference Services and supporting the on-site Thunder Bay team and remotely supporting the Orillia team, the Administrative Assistant will oversee a variety of responsibilities involving financial accountability and reporting; employee recruitment and record keeping; data reporting; inventory control – including within our food service operations; internal and external client tabling, firepit and delivery bookings; summer hotel operations; and year-round guest suites. From April to August, coordinating & executing hotel operation including training staff for guest relations and payment processes – which includes a change in weekly schedule to suite operational needs.
##Responsibilities
- First Point of contact and response to all phone, email, and in-person enquiries (provide information, customer service, answer questions to guests, students, employees, faculty etc.)
- Communicate flow of information to all staff members (mass email communication, google calendar holds etc.)
- Upkeep of 'conference.services@' and 'guest.services@' email inboxes. Triaging email enquiries to coordinators, manager, director, or support staff as needed.
- Schedule regular departmental meetings, take minutes and share with attendees, record action items and support follow up when appropriate
- Receives, pays and tracks bills and invoices related to the department, in Thunder Bay and Orillia (Cafeteria Expense; Office Expenses; Inventory Purchases; Advertising Invoices etc.)
- Generate purchase requisitions following purchasing policy
- Reconcile Purchasing Card Statements ensuring all receipts are accounted for, allocating budget codes, and submitting to Financial Services
- Coordinate Year Round Conference Suites with Manager: Screen requests, schedule tour/provide information, contract, payment, track monthly rent
- Oversight of "Summer Guest Accommodations/Hotel" from May to August with Manager. Responsible for start-up operations and work orders, key inventory management,
- Oversight of Property Management System, booking website for both Thunder Bay and Orillia Campuses: updates to inventory, rates, packages, and availability. Supported by Front Desk staff (Orillia) and Manager (Thunder Bay)
- Post Job Vacancies, Coordinate Interviews and Reference Checks, Process Employee Information Forms and Supporting Forms to HR for Part-Time Staff
- Coordinate Fire Pit, Tabling, Set up & Delivery Requests for internal and external clients (inquiry to invoicing)
- Annual Inventory management and maintenance for both Thunder Bay and Orillia: Office and Meeting Room Technical Equipment, Event & Hotel Supplies, Kitchen Equipment & Supplies. (Supported by FCS Manager, Residence Operations, Food Services Provider)
- Support for Residence Operations Administration – Thunder Bay and Orillia as required
- Support for Residence Life Move-In Day and during Check-Out
##Qualifications
- Post-secondary education with relevant work experience
- Hotel experience, front of house
- Financial literacy skills
- Exceptional customer service skills
- Exceptional organizational and time management skills
- Exceptional verbal and written communication skills
- Ability to maintain confidentiality
- Ability to exercise tact, judgement, initiative
- Knowledge and high comfort level for computer programs and systems - Google Suite, Microsoft Office, Internet/Email, POS Systems. Familiarity of PMS & EMS an asset.
- Able to handle cash, debit, credit cards
- A valid full G Drivers Licence
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
**We appreciate your interest; Lakehead University is committed to supporting an accessible environment.**Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.
Benefits Information
Why Lakehead
Application Deadline:
Friday, April 3, 2026 - 11:59pm
Salary:
Level 7: 48,521.20 - 57,348.20
Contact Information:
Application Deadline:
Friday, April 3, 2026 - 11:59pm
Salary:
Level 7: 48,521.20 - 57,348.20
Yes, eligible for benefits
Contact Information:
Not the right fit? Search for Administrative Assistant/Front Desk Receptionist jobs in Thunder Bay, ON
About Lakehead University
Lakehead University offers an exceptional and unconventional education that can help you become who you want to be.
The University’s focus is nurturing scholarship. Lakehead is an innovative, comprehensive university that values the potential in all its students, giving them the highest chance of success. For every student who knows what they want to achieve and is committed to their own success, we provide an education focused on independent thinking, unconventional scholarship, and a close sense of community.
Over 8,700 students and 2,000 faculty and staff learn and work in ten faculties at Lakehead Orillia and Lakehead Thunder Bay, home to Ontario’s first new Faculty of Law in 44 years. Lakehead is consistently among Canada’s Top 10 undergraduate universities in Maclean’s Magazine University Rankings), as well as ranking highly in Canada for its innovative research (Re$earch Infosource).
Lakehead Orillia maintains its Leadership in Energy and Environmental Design (LEED®) status.
Click the link to take a virtual or an in-person tour - www.lakeheadu.ca/future-students/campus-tours
Click the link to ask questions about Lakehead University - www.lakeheadu.ca/studentcentral/ask-lakehead
For more information about Lakehead University, visit www.lakeheadu.ca.