Administrative support to the principal 15%
Maintains online calendars; schedules appointments and meetings for the principal;
Adapts appropriately to changing requirements and needs in regard to scheduling details;
Maintains regular communication with the principal to ensure their calendar is up to date and that they are aware of all items;
Coordinates the principal’s electronic calendar and requests for appointments;
Deals with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments;
Gathers agenda and meeting materials for scheduled meetings, appointments, and information dockets for public events;
Books rooms, virtual meeting facilities, and arranges catering for meetings as required;
Ensures the principal’s correspondence requesting information or meetings is tracked and followed up on;
Ensures communications between various high-level parties are handled with discretion. Declines or redirects requests diplomatically and persuasively in complex and sensitive situations;
Prepares and verifies a variety of forms, letters, and other types of correspondence that require the review and signature of the principal.
Hospitality coordination 70%
Welcomes and provides the first point of contact for visitors and members. An essential point of contact for community member support at the college. Responds to telephone and in-person; provides timely, professional, and tactful responses to email enquiries; enables access to college spaces (including processing and maintaining key sign-outs); routes mail and provides communications about packages for the community; and provides general assistance and referrals for members, guests, and visitors within a wide scope;
Coordinates room reservations and maintenance (including booking custodial services). Ensures room reservations and key assignments are accurate by maintaining a rigorous system of daily review. Ensures that information given and published online regarding hospitality is current and accurate;
Resolves a variety of complex issues such as troubleshooting room bookings; addressing issues related to visitor rooms and stays; supporting events; ensuring the appropriate appearance of the facilities; reporting maintenance requirements; and initiating emergency procedures. Suggests and executes appropriate adjustments as needed; assists in the development of new procedures to ensure a positive experience for all college members and guests;
Addresses complaints by consulting with members and visitors, and offering resolutions in consultation with their supervisor as appropriate;
Recruits, trains, schedules, and supervises up to five part-time student employees who assist with after-hour check-ins and lockouts. Maintains communications within and about this team to the college community;
Cultivates a sense of community by providing a welcoming and inclusive atmosphere for all members and visitors to the college;
Coordinates a range of demands (e.g., in-person and email queries; coordinating custodial services; preparing college spaces for events; etc.) effectively and with composure;
This role is an essential and fast-paced hub in support of essential college operations, and as such the incumbent will also regularly provide timely communications about updates and changes associated with their role and the day-to-day activities of the college to the larger Green College team.
Event and General Support 15%
Participates in the creation and execution of marketing campaigns, and the collection and analysis of service performance data; prepares and maintains distribution lists;
Supports the events lead, particularly in the organization of college galas and large, complex community events;
As needed, helps with postering, and space set-up and take-down for events.
Provides general coverage and holiday relief where possible for other Green College staff;
Performs other duties as assigned.