Receptionist, Executive Management Group – President’s Office

Date Posted: October 2, 2024

Posting Deadline: October 16, 2024

Department: President's Office

Type of Employment: Permanent, Full-Time

Group Affiliation: APC Group, Group 1 ($37,660 - $48,533 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Receptionist, Executive Management Group to join our President's Office team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Executive Assistant, the Receptionist, Executive Management Group will:

• Acts as primary contact for the Executive Management Group and Office of the President for external calls including incoming calls to the President.
• Facilitates efficient and cost-effective travel for members of EMG and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers. Includes processing expenses and securing travel advances if required.
• Responsible for mail/correspondence, including collecting, sorting, and distributing the incoming mail and correspondence. Processes outgoing mail, correspondence, and courier packages (e.g. prepare customs and other forms for international couriers).
• Under the direction of the Executive Assistant, facilitates the proper accountability of University property and equipment assigned to the office by maintaining accurate records of such property and equipment documenting purchases, exchanges or loses, and conducting annual property and equipment inventories.
• Assists with the management of electronic and hard copy files
• Maintains the website for the Office of the President and Vice Presidents to ensure information is current.

Experience and Education Requirements

To be the successful Receptionist, Executive Management Group you will have:

• High school graduation + 2-year community college diploma in Office Administration or Business Administration.
• One year of related experience considered an asset
• University experience and/or some experience in an academic setting considered an asset.
• Ability to handle and maintain confidential information.
• Knowledge of business writing and professional best practices.
• Demonstrated experience organizing and coordinating meetings and events.
• Professional judgement and discretion.
• Strong interpersonal skills.
• Ability to work in a fast-paced team-oriented environment.
• Strong organizational skills.
• Excellent communications skills both oral and written.
• Demonstrated skills using Microsoft office (Word, Excel, PowerPoint, Access)
• Banner experience an asset.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].