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University of Victoria

Front Desk Administrative Assistant

Victoria, BC, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 6, 2026
Experience: This position requires a level of education, training, and experience equivalent to 3-5 years’ experience working within a comparable environment.
Posting language: English
Posted: Oct 7, 2026

Original job description

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

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More about this job

Responsibilities

Manage reception operations, respond to inquiries and booking requests, and coordinate facility services, meetings, and events. Provide administrative support to the Corporate Services team, liaise with UVic Properties and service providers, and cover for other administrative assistants as needed.

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 Microsoft Office. Candidates should demonstrate strong organization, communication, judgment, discretion, adaptability, and the ability to manage competing priorities and sensitive information.

Skills

Office Administration
Reception Services
Event Coordination
Travel Logistics
Vendor Coordination
Audio-Visual Equipment Troubleshooting
Records Management
Microsoft Office
Outlook Calendar Scheduling
Microsoft Teams
Zoom
Privacy and Confidentiality
Organization and Time Management
Communication and Interpersonal Skills
Problem-Solving
Credit Card Reconciliation

Visa sponsorship

Not detected in the job text

Keywords

Reception
Office Administration
Facility Services
Event Coordination
Travel Logistics
Vendor Coordination
Meeting Coordination
Booking Management
Audio-Visual Equipment
Basic Troubleshooting
Records Management
Outlook
Microsoft Teams
Zoom
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
FOIPPA
Privacy
Confidentiality
Credit Card Reconciliation
Data Entry
Report Creation
Visitor Services
Administrative Support
Policy and Procedure Application
Time Management
Inclusive Workplace
Corporate Services

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