Executive Receptionist

About the Job

Executive Receptionist

Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

The Executive Receptionist serves as 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 supports the President's staff by ensuring that office supplies are stocked, technology systems are functional, security and building access is coordinated and functioning at its peak, 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 Coordination (60%):

* Provide administrative support to the Office of the President staff and all visitors.

* Establish and maintain formatting and production standards for Office of the President materials, improving consistency and professionalism across communications.

* Coordinate and edit for accuracy all printed materials for the office, including executive speaking remarks/materials and printed correspondence.

* Monitor schedules for the Office of the President to include the President's daily itinerary, overseeing the logistical preparation for appointments/visitors to the office.

* Triage and distribute incoming mail.

* Assist Office of the President staff with project support, event planning, and assist with Huntington Bank Stadium Suite preparation and hospitality for home football games.

* Make recommendations to improve the efficiency and effectiveness of office operations.

* Order office supplies and monitor inventory to ensure supplies are adequately stocked.

* Create and support a positive, team-oriented working environment.

Oversee Front Desk Experience (40%):

* Welcome all faculty, staff, students, community members, vendors, and visitors to the office; make all visitors feel welcome and valued.

* Ensure that all visitors are attended to promptly and with a high level of professionalism.

* Lead the daily operations of the front desk with a focus on customer service, organization, and efficiency.

* Lead the daily operations of the front desk with a focus on customer service, organization and efficiency.

* Collaborate with other members of the President's Office to ensure all are prepared for meetings, walk-in guests and any potential emergency situations.

* Provide prompt responses to any incoming voicemails or emails assisting with triage and making referrals to the other team members as necessary.

* Liaise with front-line staff across the University to ensure open communication and provide information as needed.

* Work with UMPD to ensure building security processes are relevant and effective.

* Monitor security cameras and ensure that building security best practices are followed.

* Maintain the spaces and physical environment of the Office of the President to the highest professional standards.

* Work with Facilities Management to maintain operations and alert them of any maintenance needs in the office and within the building.

* Manage filing system and records for the office.

Schedule:

Work Days:
Monday through Friday

Work Hours:

8am to 5pm

Work Mode:
Monday to Thursday in person on campus, Friday - hybrid

Monday-Thursday in-person or on-campus. Friday will have the opportunity to work from home. This is subject to change, so having flexibility is important.

Qualifications

Required Qualifications:

* HS graduate with a minimum of four years of post-high school education/full-time work experience in administrative support and office operations.

* Demonstrated experience in public-facing, customer service environments.

* Demonstrated experience using MS Office (Word, Excel, PowerPoint), Zoom, and Google (Gmail, Google Calendar, Drive).

* Strong computer, database, and electronic calendaring skills.

* Excellent interpersonal, oral, and written communication skills.

* Demonstrated experience working with people from diverse backgrounds.

* Demonstrated ability to handle confidential information and maintain confidential materials with discretion.

* Demonstrated ability to work effectively in a fast-paced, deadline-driven environment,

* Experience working effectively and collaboratively as part of a team and also skilled in working independently with a high level of self-direction.

Preferred Qualifications:

* Previous experience with project management and/or event coordination.

* Experience with office facility activities and/or management.

* Demonstrated work experience in roles that required multi-tasking, priority-setting and strong attention to detail.

* Previous experience navigating complex situations/questions.

* Prior experience using Smartsheet, Asana, or Salesforce.

Pay and Benefits

Pay Range: $24.04 - $31.25 per hour, depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type:
Civil-Service & Non-Faculty Labor…