What are the responsibilities and job description for the Receptionist position at Trudeau Institute?
Receptionist/Institute Administrative Assistant
Position Description
Position Title: Receptionist/Institute Administrative Assistant
Reports To: Chief Operating Officer
Status: Non-Exempt
Job Type: Full-time
Supervises: N/A
Location: Office
Performs receptionist duties, diligently manages telephone communications including relaying
incoming and interoffice calls. Greets and directs all visitors. Schedules the use of conference
rooms and organizes meeting invites.
Requires ability to handle multiple tasks simultaneously, while prioritizing to meet deadlines.
Must be able to effectively and efficiently communicate with a variety of executive, technical
and administrative personnel. Must function with flexibility and responsiveness to changes and
short deadlines.
Competencies:
- Effective collaboration and relationship building.
- Exceptional organization skills.
- Excellent oral and written communication.
- Attention to detail and good judgement.
Following are the main responsibilities of the Receptionist/Institute Administrative Assistant:
- Provides administrative support to an individual or office
- Answers incoming telephone calls, determines purpose of callers, and forwards calls to
- Answers questions about organization and provides callers with address, directions, and
- Greets and directs all guests and visitors. Follows screening protocols.
- Monitors visitor access and issues passes when required. Makes visitor passes as
- Update and maintain conference room calendars. Sends Zoom invites when requested.
- Maintains the conference rooms and Steiner Guest Cottage calendars.
- Receives, sorts, and routes mail, and maintains and routes publications.
- Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming
- Takes payments for services and products.
- Prepares travel vouchers and travel itinerary for employees and visitors.
- Orders, receives, and maintains office supplies.
- Creates and prints fax cover sheets, memos, correspondence, reports, and other
- Performs other clerical duties as needed, such as filing, photocopying, and collating.
- Posts employee birthdays in the breakroom.
- Takes photos of new employees and sends welcome note to all staff. Posts photo of new
- Maintains the digital screens in the lobby and breakroom.
- Assists Administration Wing offices as needed.
- Performs other tasks as required
Knowledge and Skill Requirements:
- Excellent human relations skills to deal effectively with visitors and staff both in person
- Ability to multitask and prioritize
- Attention to detail and organized, self-starter
- Excellent oral and written communication skills
- Works under general supervision
- Exceptional attention to detail
- Problem-solving and decision making skills
- Exceptional computer skills with proficiency in Microsoft Office Suite (Word, Excel,
Powerpoint, Outlook) and Adobe Acrobat, plus ability to learn new products/tools as
available
Lifting Requirements:
SEDENTARY Lifting up to 10 pounds maximum and occasionally lifting and/or carrying small items (files, manuals, binders)
X LIGHT Lifting 20 pounds maximum with frequent lifting and/or carrying objects up to 10 pounds
MEDIUM Lifting 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds
HEAVY Lifting 100 pounds maximum with frequent lifting and/or carrying objects up to 50 pounds
VERY HEAVY Lifting objects in excess of 100 pounds with frequent lifting and or carrying objects weighing 50 pounds or more
Physical Demands:
Not Required Occasional Frequent Constant
Bending X
Keying/Fingering X
Hearing X
Reaching X
Seeing X
Speaking X
Standing X
Walking X
DEFINITIONS
NOT REQUIRED: May be a routine part of the job, but the essential functions can be
performed without this activity.
OCCASIONAL: Activity is needed to perform the essential functions of the job at random
intervals.
FREQUENT: Activity is a usual and customary part of the essential functions of the job.
CONSTANT: Activity is continually occurring and required to perform the essential
functions of the job.
Employee Signature Date
