Receptionist (Term)

Invest Nova Scotia is Nova Scotia's business development agency that works to promote economic growth and community economic development in the province by enabling business, innovation, sustainability, and entrepreneurship. We are Nova Scotians supporting businesses small and large, new and new to our province.

Invest Nova Scotia's team is as innovative and energetic as the clients we serve. We are a client- and employee-centric organization and care deeply about the work we do, guided by our passion to help the companies we work with succeed.

Job Opportunity: Receptionist (1 year term)

Under the direction of the Office Manager & Board Liaison, the Receptionist coordinates front desk activities in an efficient, accurate, professional, and timely manner, ensuring guests and telephone enquiries are attended to and directed appropriately. The Receptionist also provides a variety of administrative functions.

In this role, the successful candidate will:

• Respond, screen and direct telephone enquiries and email/web inquiries.
• Greet and direct all incoming visitors to ensure a safe working environment for all staff.
• Always maintain a clean and organized reception area.
• Keep publications and promotional material up-to-date and well-displayed.
• Reserve boardrooms and book catering for meetings as required.
• Maintain and update Invest Nova Scotia Staff List.
• Create and print nameplates for new employees as required.
• Keep well informed of the initiatives and services provided by Invest Nova Scotia, and of the staff responsible for those to direct enquiries appropriately.
• Maintain a daily record of reception activities for employees providing relief during breaks and lunch hour to ensure the service provided at the front desk is seamless.
• Coordinate all outgoing and incoming courier services for Invest Nova Scotia.
• Receive and sort incoming mail and deliveries for Invest Nova Scotia twice daily and notify staff of mail/courier packages being held at the front desk.
• Compile, submit and distribute regular stationery and toner orders for all business units.
• Maintain an inventory of regular stationary supplies.
• Order and maintain supply of coffee, tea, milk, etc. for reception and staff room.
• Update/maintain a weekly corporate events calendar.
• Review corporate campaigns in Salesforce for accuracy as requested.
• Provide administrative support as required (e.g., routine correspondence, data entry, transcription, etc.).
• Undertake preparation of Board specific materials such as Board and Committee binders, when requested.
• Issue minor maintenance and service elevator requests to the landlord, when directed.

Education/ Professional Experience:

The successful candidate will possess a diploma or certificate in Office Administration, with a minimum of two (2) year's related experience in a professional office environment. Equivalent combination of education and experience may be considered.

Key Competencies:

• Professional and courteous to customers/clients who may include the public, colleagues, partners (educational institutions, non-government organizations, etc.), and other government offices.
• Adaptable, flexible, and capable of assessing situations and setting priorities to effectively manage multiple projects with a customer service focus.
• Excellent interpersonal skills to develop and maintain positive relationships with employees at all levels of the organization.
• Effective communication skills to provide pertinent information to customers/clients.
• Enjoys working in a team environment.
• Demonstrated dependability.
• Able to deal with sensitive material and display a high degree of confidentiality.
• Proficient computer skills, including Word, Excel, and Outlook.
• Experience with customer relationship management software.
• Experience in SharePoint and PowerPoint is considered an asset.

If you have what it takes to join our team, we would like to hear from you. To learn more about us, please visit our website at investnovascotia.ca.

Invest Nova Scotia is committed to embracing diversity and fostering a workplace that is reflective of the diverse and global community in which we operate. We welcome applications from Black Nova Scotians, African Nova Scotians and other racialized people; 2SLGBTQIA+ community members, Indigenous People, veterans, immigrants, people living with disabilities and those that identify as women. If you are a member of one of the groups who reflect the diversity of Canadian society, you are encouraged to self-identify on either your cover letter or resume.

If at any point during this process, you require accommodation please let us know.

This role is based in Halifax, Nova Scotia and requires working on site full time.

Closing Date: December 27, 2024

Competition #:24-INS-039

Classification: This is a bargaining unit position with an Invest Nova Scotia 1 rate of pay: $38,908-47,028 based on the March 31, 2024, collective agreement rates. Preference will be given to qualified Invest Nova Scotia NSGEU bargaining unit candidates.

Resumes and cover letters will be used to screen applicants for this role. Please ensure that you clearly articulate in your cover letter how your skills and attributes will serve to apply to the requirements of this position.

Please send your resume and cover letter merged as one PDF document via e-mail to [email protected]. The competition number must be included in the subject line.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Pre-employment screening will be conducted for final candidates, and results will be considered in the hiring process.