Executive Assistant - Jobs in Waterloo, ON

Job Description

Overview:Term: 2 yearsReporting to the University Secretary (US), the Executive Assistant (EA) is responsible for supporting the US to achieve their priorities The US is responsible for support of key governance activities at the University-level, and of the Board of Governors and Senate; preservation of corporate memory of executive decision making; freedom of information and protection of privacy; records management; internal audit and risk functions; policy development and renewal; Police Services and the Safety Office.The Executive Assistant is responsible for maintaining the US’s daily schedule and itinerary and for providing overall administrative and executive assistance in respect of administrative activities in the US’s area of responsibility. This includes the provision of organizational, secretarial and administrative support as needed as well as occasional liaison on behalf of the US with senior administrators across the University. The EA must perform at a high level, ensuring that the US functions in an efficient and professional manner. The Executive Assistant ensures the US is prepared for all meetings and events. This position requires a high degree of acumen, integrity, tact, diplomacy and time-management skills; the flexibility to adapt to changing executives and priorities; the ability to work as part of a team; an in-depth knowledge of the university environment, including university structure, policies and procedures. The incumbent must be able to work independently and also recognize the emergence of problems and issues that require the attention of the US.Other positions reporting to the US include four Associate University Secretaries, two Assistant University Secretaries, the University Records Manager, and the directors of Police Services and the Safety Office.Responsibilities:Administrative support to the University SecretaryControls and coordinates all scheduling and management of the US’s calendarProvides advice, options, recommendations and decisions regarding all aspects of the US’s calendar based on the US’s priorities, timelines and objectives to ensure the US’s time is being used effectively. Exercises judgement in determining whether issues or requests for meetings/events are appropriate or best referred elsewhereBrings matters of priority to the attention of the USKeeps the US well informed of sensitive issues related to meetings or eventsEnsures the US is fully prepared and supported for meetings, events and other engagements by means of briefing notes, documents, speaking notes, attendee listing and agenda items, etc.Prepares and organizes support materials required by the US by researching, analyzing, composing and/or synthesizing and formatting documentsMust have a broad knowledge of the various activities and responsibilities of the US in order to prepare materials required for effective participation in, or chairing of, both internal and external meetings and committeesProactively offers advice regarding meetings and events that should be initiated by the USTracks and ensures appropriate follow-up occurs on requests for approval and requests for information ensuring all deadlines are metMaintains management of the office during the US’s absence while keeping the US informed of priorities and urgencies arisingActs as a point of contact between the US and senior leaders to ensure the effective flow of information and follow-upInteracts frequently with the Office of the President, Provost, and other senior administrators to relay information, seek advice and engage parties in visits/events/meetingsContacts senior university and officials to coordinate meetings on behalf of the USDaily functioning of the US officeManages email from the US’s generic email account and responds to or disseminates as requiredMaintains a bring-forward system to ensure all correspondence is responded to effectively and in a timely mannerMaintains files, correspondence, and a retrieval system including highly confidential files on ongoing issuesReviews and filters information, issues, mail, telephone calls, etc., and disseminates information to other members of the US’s team including drafting correspondence that may be required by the USComposes e-mails on behalf of the US on own initiative and as instructedReviews for consistency and accuracy all drafted correspondence submitted to the US. Ensures the appropriate action is completed in a timely manner to meet all deadlines, approvals and signature requirementsPrepares a regular update from key functional areas by requesting information, following-up on actionable and priority items. The frequency of this update will be adjusted as appropriatePrepares and/or reviews all presentations for US (which includes PowerPoint)Provides a confidential sounding board for ideas, plans and providing advice and criticisms; critical analysis; perspectives; options and alternative approachesUses discretion in handling incoming information and follow-upMonitors, responds to and prepares the US for all speaking engagementsManages the US’s travel arrangements, completes travel claims and manages the US itinerary including the provision of documentation, meetings materials and background information as requiredPrepares expense claims for others who may travel for work related purposes while sponsored by the Office of the USHigh degree of accuracy and accountability is required given the reputational component of the USMust maintain utmost confidentiality of the US’s discussions and correspondenceFinancial ManagementPrepares the US’s expense claims ensuring compliance with UW financial policies and proceduresUsing the corporate purchasing card (P-card), purchases required products ensuring all invoices, tracking of purchases and monthly statement reconciliation is completed following established University and/or University Relations guidelines, procedures and processing requirements. The cardholder ensures correct department, account and tax codes are applied to P-card invoices/receiptsQualifications:University degree or equivalent experience and education3 to 5 years of professional experience providing administrative, calendar management, business process and project coordination to a senior executive is requiredExperience in drafting senior level reports, correspondence and undertaking researchFamiliarity with best practices for assessing, developing and implementing new business processes and proceduresThe ability to identify and recommend emerging collaborative applications, tools, software and best practices such as Airtable, Smartsheet, Adobe Connect, Cisco WebEx, etc.Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituentsDemonstrated ability to anticipate, and work collaboratively, independently and thrive in a fast-paced entrepreneurial environmentStrong organizational and analytical skills in the gathering and manipulation of dataHigh level of maturity and empathy; highly developed interpersonal and influencing capabilitiesExcellent communication (oral and written) with the ability to write communication on behalf of an executiveStrong technology skills along with excellent organizational skills and ability to manage complex detailed workFamiliar with University governance systems, policies, and proceduresAdvanced: Outlook, MS Word and PowerPoint skillsA high capacity for work and a willingness to go beyond a regular work schedule to meet deadlines when requiredThis position works independently and collaboratively and requires outstanding customer service, sound judgment, a strong work ethic and an ability to work under challenging time constraints with competing prioritiesHighly complex issues are involved which may bring in different levels of university administration, faculty, staff and students – often high risk of impact on institutional reputation if not handled wellCollaborative team playerAbility to provide unobtrusive support to the US by earning their trust and confidenceCommunicates effectively, precisely and professionally with internal and external sourcesProactive in anticipating the needs of the US and the ability to manage tight deadlines and stressful situationsEquity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 35935.