The Executive Assistant (EA) is responsible for the efficient daily operations of the Director’s office. The EA provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals and academic appointments including Visitors, Post-Doctoral Fellows, Research Associates, etc. The incumbent will provide essential services to the School facilitating the smooth and efficient operation of activities in a manner consistent with the School’s goals and objectives. The EA manages confidential records and provides administrative support to the Director, Associate Directors, and Administrative Officer. The Executive Assistant is accountable to the Administrative Officer.

Administrative Support to the Director, Associate Directors, and Administrative Officer

• Organize the Director’s schedule, coordinate meetings, and manage electronic calendar(s)
• Tracking and support of Director’s deliverables and deadlines
• Book meetings on behalf of the Associate Directors
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Prepare confidential information and documents on behalf of the Director, Associate Directors and Administrative Officer
• Provide advice and guidance on policies and procedures related to faculty recruitment, tenure and promotion, sabbaticals and appointments
• Provide administrative support for program reviews including requesting data and preparing and summarizing statistical reports
• Organize and prepare minutes for Administrative Council Meetings, Faculty Meetings and other School meetings as requested
• Coordinate travel arrangements for the Director and Associate Directors upon request
• Assist with strategic projects under the direction of Director, Associate Directors and Administrative Officer
• Prepare correspondence with the Ontario Association of Optometrists and liaise with faculty members to ensure that all OAO dues are paid and up-to-date
• Organize OEBC/NBEO Pre-Clinic practice session registrations; including securing instructor time in coordination with Associate Directors
• Provide backup support to the Main Office; answering telephones and greeting visitors
• Facilitate administrative continuity as academic administrator appointments change through effective record keeping, training and mentoring

Faculty Recruitment

• Co-ordinate advertising for faculty recruiting in accordance with university policy
• Create and maintain candidate database and ensure the applications are complete
• Schedule candidate visits and oversee the interview process, book meeting/seminar rooms, arrange individual faculty interviews, meal reservations and advertise research talks
• Co-ordinate candidate travel arrangements including hotel reservations and transportation and assist with reimbursement claims
• Co-ordinate SACA (School Advisory Committee on Appointments) meetings and prepare UARC documents

Tenure and Promotion

• Coordinate tenure and promotion proceedings according to university policies and procedures in in support of the Director
• Review candidate briefs for accuracy and completeness
• Prepare summary data for candidate briefs (e.g. student evaluation scores, peer evaluations)
• Schedule School Tenure and Promotion Committee (STPC) meetings and take minutes
• Coordinate the final brief and submissions in coordination with the Dean’s Office, Faculty of Science

Sabbaticals and Leaves

• Communicate sabbatical information and application deadlines to faculty members
• Review sabbatical application forms for completeness and oversee approval process in coordination with the AD Academics and Student Affairs and Director
• Calculate and verify sabbatical leave entitlements
• Provide information on policies, processes and deadlines for other leaves, retirement and termination

Academic Appointments

• Prepare appointment contracts for new faculty, associate chairs, sessional instructors, post-doctoral fellows, research associates, visiting scholars, adjuncts, cross-appointments and volunteers
• Prepare immigration documents for foreign workers in consultation with the university immigration specialist
• Monitor contract end dates for definite term and probationary term appointments and ensure renewals are processed in a timely manner
• Prepare termination forms for completed contracts and faculty retirements

Special Events

• Manages the planning and implementation of school events, such as retirement receptions, Employee Appreciation events, and other similar tasks as required
• Provides assistance to other areas of the school in planning events as required

• Post-secondary diploma or equivalent education and experience in office administration
• 3-5 years of professional experience providing administrative, business process and assistance to senior leaders in an academic institution is required
• Demonstrated exceptional ability to manage the calendars of senior leaders with competing demands, changing priorities and complicated international travel and protocol is required
• Experience in the coordination of events/meetings and briefing materials for senior leaders is required
• Experience working in a receptionist or customer service role
• Sound knowledge of university policies and procedures (31, 76, 77) is preferred
• International appointment experience is an asset
• Excellent interpersonal and relationship building skills with a demonstrated ability to handle faculty, staff and students from around the world with tact and diplomacy
• Exceptional verbal and written communication ability
• Demonstrated ability to take the initiative, multitask and accurately complete detailed work
• Demonstrated ability to work within a high stress environment and operate with a high degree of confidentiality and discretionary judgment, be comfortable in an environment that requires shifts in priorities and be able to work quickly; must be able to work independently and as part of a team
• Excellent working knowledge of Microsoft Office, Outlook, Sharepoint, Adobe, and website maintenance software
• Occasional evening/weekend work required for events and meetings

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

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 Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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. 45935.