Front Desk Administrative Assistant

Job summary

Manage front desk operations, respond to inquiries and booking requests, and provide reception and facility services to visitors and staff. Coordinate meetings and events, liaise with UVic Properties and service providers, and provide administrative support and coverage for the Corporate Services team.

Job details

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

What you’ll do

Manage front desk operations, respond to inquiries and booking requests, and provide reception and facility services to visitors and staff. Coordinate meetings and events, liaise with UVic Properties and service providers, and provide administrative support and coverage for the Corporate Services team.

Requirements

Requires experience equivalent to 3–5 years in a comparable environment, along with knowledge of office administration, event coordination, records management, scheduling tools, and privacy practices. Candidates should have strong organizational, communication, problem-solving, and multitasking abilities, proficiency in Microsoft Office, and the judgment to handle sensitive information and shifting priorities.

Listed skills

• Office Administration · Preferred
• Vendor Coordination · Preferred
• Microsoft Office · Preferred
• Microsoft Teams · Preferred
• Zoom · Preferred
• Time management · Preferred
• Customer service · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Reception Services
• Event Coordination
• Travel Logistics
• Vendor Coordination
• Meeting and Booking Management
• Audio-Visual Equipment Troubleshooting
• Records Management
• Microsoft Office
• Microsoft Teams
• Zoom
• Privacy and Confidentiality
• Credit Card Reconciliation
• Data Entry and Reporting
• Time Management
• Customer Service

Job areas

• Administrative
• Customer Service & Support
• Education

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