University of Waterloo

  • Executive Assistant to the Associate Provost, Co-operative and Experiential Education

    Requisition ID
    2018-3431
    Job Category
    Administration
    Department
    5190 - CEE Services
    Job Status
    Regular Full-Time
    Hiring Range
    $49,965 - $62,456
  • Overview

    The Executive Assistant provides logistical and administrative support to the Associate Provost, Co-operative and Experiential Education, and at times, acts as their agent in specific matters, enabling the Associate Provost to focus attention on strategic, advocacy, and leadership issues. The Executive Assistant may also provide support to the Co-operative and Experiential Education leadership team. The Executive Assistant is responsible for the day-to-day administrative oversight and operation of the Office of the Associate Provost, Co-operative and Experiential Education.

    Responsibilities

    Administrative Assistance

    • Effectively manages confidential and sensitive information

    • Manages the Associate Provost, Co-operative and Experiential Education’s calendar

    • Handles simple and complex document preparation using Word, Excel and/or PowerPoint

    • Proofs documents for quality control

    • Reviews and filters the Associate Provost, Co-operative and Experiential Education’s incoming mail, both electronic and paper, and handles or redirects correspondence as appropriate; brings priority documents to the attention of the Associate Provost, Co-operative and Experiential Education; and where appropriate, drafts replies that may be required by the Associate Provost, Co-operative and Experiential Education

    • Coordinates CEWIL membership (and other Work-Integrated Learning memberships as relevant) for all Co-operative and Experiential Education staff and other University staff as relevant

    • Coordinates and makes travel arrangements and manages the itinerary of the Associate Provost, Co-operative and Experiential Education

    • Maintains filing systems (hard and soft copies), correspondence, and retrieval systems for the Associate Provost, Co-operative and Experiential Education

    • Performs other administrative duties as assigned

    Financial

    • Monitors expenses and completes expense reimbursement claims for the Associate Provost

    Meeting and Event Management

    • Schedules, organizes and attends meetings, takes minutes and produces meeting notes, handles responses and attends to special requests, includes contacting senior corporate, university and government officials regarding meetings

    • Coordinates arrangements for receptions and functions hosted by the Associate Provost, Co-operative and Experiential Education

    • Books facilities, equipment and refreshments for meetings, events and visitors to the Associate Provost, Co-operative and Experiential Education

    • Anticipates requirements and assembles material and briefings for meetings, events and appointments; includes drafting agendas, letters and other correspondence; preparing handouts and reports; assisting with electronic presentation notes or other supporting materials

    Executive Assistance

    • Prepares materials required for effective participation in, or chairing of, both internal and external meetings; involves extensive interaction with senior university administrators, faculty members, deans and their administrative staff, others across the University and external delegations from academia, industry and government 

    • Prepares and organizes support materials by researching, analyzing, composing and/or synthesizing and formatting documents ensuring materials are submitted by others as required

    • Ensures the Associate Provost, Co-operative and Experiential Education is prepared for meetings, events and other engagements by means of briefing notes, briefing binders, speaking notes, policy documents, and consultation on approaches to issues; includes researching websites for relevant information prior to the Associate Provost, Co-operative and Experiential Education’s meetings with external visitors

    • Ensures that all participants in meetings with the Associate Provost, Co-operative and Experiential Education are fully briefed and prepared with appropriate backgrounders and materials

    • Provides relationship management and administrative coordination; including preparation of presentations and reports, organizing meetings and developing agendas

    • Consolidates materials across all CEE units for consolidated reporting (strategic planning preparation of presentations and reports, organizing meetings and developing agendas

    • Works with the Co-operative and Experiential Education directors to prepare the Associate Provost, Co-operative and Experiential Education’s presentations to various councils and boards (e.g. Co-operative Education Council, Executive Council, Dean’s Council, Board of Governors, Senate)

    • Acts as a point of contact between the Associate Provost, Co-operative and Experiential Education and key external and internal stakeholders to relay information, seek advice, engage parties in visit/meetings/events etc.

    • Provides a confidential sounding board for ideas, plans and provides advice and criticisms; critical analysis; perspectives; options and alternative approaches

    • Coordinates media inquiries for the Associate Provost, Co-operative and Experiential Education with Cooperative Education communication team and University Communications

    Responsible for Daily Functioning of Associate Provost, Co-operative and Experiential Education Position:

    • Takes initiative to draft correspondence letters and memos for the Associate Provost, Co-operative and Experiential Education

    • Acts as a point of contact between the Associate Provost, Co-operative and Experiential Education and senior university administrators, faculty members, deans and their administrative staff, others across the University, ensuring the effective flow of information and follow-up

    • Manages the Office of the Associate Provost, Co-operative and Experiential Education when the Associate Provost is at meetings off-campus, includes keeping the Associate Provost informed of priorities and urgent matters as they arise and responding as appropriate

    Meeting Coordination and Secretary

    • Serves as Secretary of the Co-operative Education Council; schedules, writes and distributes agendas, writes minutes and provides other support as required

    • CEE Director / Associate Director meetings (includes scheduling, preparation of the agenda and minute-taking as requested)

    • Other meetings chaired by the Associate Provost, Co-operative and Experiential Education as they arise

    Qualifications

    • Post-secondary education or equivalent education and/or experience. University degree is preferred
    • 5 years of experience supporting an executive level position.  Post-secondary school environment preferred
    • The position requires substantial skill in managing complexity and coordinating a range of activities and demands. Responsibility, maturity, and excellent problem-solving skills are critical. Writing and organizational skills are key, as are managing conflicting priorities from multiple stakeholders

    • Proven strategic and pragmatic thinker, has excellent interpersonal skills, a proven record of demonstrated tact, judgement and diplomacy, confidence, organization, and the ability to assimilate information and analyze data quickly

    • Demonstrated ability to make independent decisions

    • Ability to remain calm and organized during busy, changing or challenging times, and is a clear and positive verbal communicator

    • Attention to detail (e.g. as it relates to scheduling, travel arrangements, report content, etc.)

    • Specialized work with minimal supervision

    • Experience with resolving scheduling conflicts and applies judgment to determine priority meetings and relationships, gathers information and compiles/writes reports, and resolves conflicting priorities for work leveling

    • Excellent communication (oral and written) with the ability to write communication on behalf of an executive

    • Experience managing global travel and meeting schedules is an asset

    • Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents

    • Some evening/weekend work required

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