University of Waterloo

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Executive Assistant

Executive Assistant

Requisition ID 
2017-1923
Job Category  
Administration
Department 
5269 - Advancement-Development
Job Status 
Regular Full-Time
Hiring Range 
$48,620 - $60,775

More information about this job

Overview

Reporting to the Associate Vice President, Alumni Relations & Development (AVP), the Assistant is responsible for providing overall administrative and executive assistance to the Central Alumni Relations and Development (CARD) team. It is the responsibility of the Assistant to work predominantly with the AVP as a key contact for all internal and external partners, as well as to manage a small team of administrative assistants who collectively support the Central Alumni Relations and Development Team. The Assistant will distribute all administrative work amongst the team in order to support the unit’s administrative needs in the most efficient manner.

 

Positions reporting to the Executive Assistant are: Administrative Assistant, co-op students

Responsibilities

Administrative/Executive Assistance

  • Provides support to the AVP through detailed management of their calendar; organizing and attending meetings; booking facilities, equipment and refreshments; drafting agendas, letters and other correspondence; preparing handouts and reports; assisting with electronic presentation notes or other supporting materials; taking minutes and producing meeting notes, handling responses and attending to special requests
  • Act as a point of contact between the AVP and key external and internal stakeholders to relay information, seek advice, engage parties in visit/meetings/events etc
  • Ensures quality, accuracy and input of all briefing/meeting notes to Raiser’s Edge so information is current and relevant
  • Coordinates administrative support for Directors either directly or through use of team resources
  • Maintains filing systems (hard and soft copies), correspondence, and retrieval system for both the AVP and Directors and manages administrative needs (supplies, shipping processes, etc) for the team
  • Reviews and filters all incoming mail, both electronic and paper, and handles or redirects correspondence as appropriate; brings priority documents to the attention of the AVP
  • Responds to telephone calls, e-mails, handles faxes, photocopying etc
  • Sets up fundraising visits/calls with key campaign volunteers, major prospects, donors, and alumni council members often requiring the coordination of several individuals’ calendars, and in several geographic locations
  • Assists in maintenance of vacation, illness and leave tracking for staff; reconciles vacation allocation from year to year

Financial Responsibility

  • Assists the Directors of Development and Alumni Relations in overall budget management through ongoing management and reconciliation of annual department budgets
  • Assists in preparation of annual budget for Alumni Relations & Development team
  • Has signing authority on some expense payments
  • Handles the monthly account reconciliation of the Alumni Relations & Development team, and maintains expense records for all transactions
  • Tracks Development Officer’s Professional Development activity (including cost sharing with faculties for fundraising professionals) and cost to department
  • Creates reports from the Advancement database (Raiser’s Edge) and UW Financial System
  • Monitors and reconciles expenses, and consults with Finance as required; distributes reports to various managers
  • Acts as departmental resource for querying the Financial System for specific details, prepares special summary reports on expense activity for some program areas, tracks down invoice irregularities and liaises with various billing points on and off campus
  • Collects and maintains a filing system of invoices, payments and other financial paperwork for the alumni relations and development unit for all transactions
  • Manages the departmental Purchasing Cards, including reconciliation of accounts, payment of invoices, tracking of purchases and reconciliation of monthly statement
  • Acts as reviewer and/or prepares travel claims submitted by staff. Prepares and processes paperwork required for payments to internal and external vendors which includes assigning applicable financial accounts; this includes cheque requests, invoices, etc

Special Projects/Research

  • Administers and coordinates special projects and departmental initiatives; researches topics, analyzes data, creates PowerPoint and other graphic presentations
  • Performs research in order to garner information pertaining to individuals and corporations to assist in the preparation of reports, briefing notes, letters, agendas, call packages, training notes, and a variety of other materials; performs initial review of material to analyze, sort, resolve issues, and answer queries
  • Assists in the preparation of presentations to the Board of Governors and Alumni Council
  • Actively supports the talent development strategy and activities of the Alumni Relations & Development team through maintaining inventory of potential candidates, preparing for introduction meetings, formal interviews, on-boarding and orientation activities and preparation of training materials, working closely with and supporting the AVP

Supervisory

  • Manage small administrative team collectively supporting the Central Alumni Relations and Development unit, including delegating work and performance management of team members
  • Recruit, train, manage and evaluate permanent and temporary team members (1-4 coop and work placement students per term)

Other

  • Assist with planning and execution of key alumni and development related events and campus visits
  • Working with the Development Team, assist with the “moves management” of the prospects assigned to the AVP; this includes proactive review of action items on all prospects with AVP and related development staff
  • Maintain event table registrations and invitee lists for events where Advancement hosts a table of high profile external constituents
  • Assist with projects assigned to the Alumni Relations and Development Team
  • Other duties as assigned

Qualifications

  • University undergraduate degree preferred, or equivalent combination of education and/or experience
  • Administrative leadership, project management and managerial experience with a demonstrated ability to manage concurrent projects under tight deadlines
  • Development and alumni relations experience an asset
  • Experience developing, monitoring and managing budgets
  • Ability to synthesize, organize, and analyze financial information
  • Event planning experience
  • Must be a strong communicator (oral and written) with the ability to build relationships with senior administrators, alumni, donors, and students
  • Comfortable in high profile networking environments where developing new relationships is expected; the ability to interact with a wide variety of people in many different contexts
  • Possess strong planning and organization skills with exceptional attention to detail
  • Must be a problem solver with a friendly, professional, customer service oriented personality
  • Strong planning, time-management and project management skills
  • Ability to conduct themselves with a high degree of diplomacy and tact
  • Possess the ability to adhere to privacy guidelines
  • Proficient in Microsoft Office suite; experienced in creating PowerPoint presentations with charts, graphs and animation
  • Knowledge of Raiser’s Edge an asset
  • Ability to learn new software quickly and to adapt and access software while off-site
  • Regular working hours, some evening/weekend work required