Reporting to the Associate Provost Human Resources (APHR), the Executive Assistant performs a wide variety of executive administrative and operational duties that contribute to the success of the Office of the APHR. This position also provides administrative support to the APHR senior leadership team and is key participant in a number of programs and initiatives.
Manages the APHR’s calendar and the scheduling of meetings and engagements. Maintains awareness of upcoming events, any potential scheduling conflicts, and ensures information flows to the APHR as required
Ensures that the APHR is prepared for meetings, events and other engagements by means of briefing notes, binders, speaking remarks, policy documents and consultations on approaches to issues
Exercises judgment in determining whether issues or requests for meetings/events are appropriate or best referred
Coordinates and schedules appointments, logistics and arrangements for internal and external meetings and trips as required
Coordinates all travel preparations for the APHR which includes making arrangements for accommodation, transportation, conference registrations, meeting schedules, and preparing a trip itinerary, as required
Prepare and process expense claims for the APHR, in accordance with University policies
Conducts research on APHR related matters and assists with writing reports, presentations, and projects
Responds to inquiries from internal and external partners, on behalf of the APHR or redirects inquiries to members of the APHR leadership team
Meeting and Event Management
Co-ordinates and schedules meetings for the APHR leadership team
Leads the coordination, scheduling and management of APHR team events
Schedules and manages meetings and events within the Office of the APHR including management calls, team meetings and social events (includes agenda management)
Provides administrative support to the APHR leadership team to support steering committees, University Committees and working groups
Solicits feedback on meetings and events to continually improve
Attends various team meetings to stay abreast of current work, staffing, projects, and priorities
Office Operations and Organization
Authorizes, tracks and distributes departmental keys/fobs to staff; holds duplicate keys for all furniture in the office
Effectively organizes and maintains various SharePoint, MS team sites, and other similar document repositories, including: keeping the sites curated, using appropriate naming conventions and filing, archiving, deleting information as appropriate
Managing information flow in a timely and accurate manner
3-5 years of administrative experience supporting a senior level executive, preferably in a post-secondary institution
Demonstrated experience working effectively in a fast-paced environment with an exceptional ability to multitask in a highly dynamic environment
Proven ability to manage large volumes of work, conflicting priorities, and competing deadlines
Collaborative team player comfortable leading as well as executing and taking constructive input from multiple sources
Communicates effectively, precisely and professionally with internal and external sources
Proactive in anticipating the needs of the APHR and the HR leadership team with the ability to manage tight deadlines
Excellent communication, problem solving, organization, creative thinking, interpersonal, technical and writing skills
Ability to think strategically and with a high capacity for work including a willingness to work flexible hours
Exceptional service skills acquired in a university setting or a multi-stakeholder environment
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 firstname.lastname@example.org or 519-888-4567, ext. 45935.