Executive Assistant to the Executive Director

  • University of Waterloo
  • Waterloo, Ontario, Canada
  • Nov 29, 2023
Full-Time

Job Description

Executive Assistant to the Executive Director

Requisition ID 2023-11359
Department Campus Wellness
Employment Type Temporary
Time Type Full-Time
Hiring Range $49,349 - $61,686
Job Category Administration
Job Location : Location CA-ON-Waterloo

Overview

Term: 1 year

 

The Campus Wellness Administration team serves the University of Waterloo community by supporting all units within Campus Wellness (Health Services, Counselling Services and Health Promotion) with effective, efficient, collaborative, and client-focused administrative service.

 

The Executive Assistant to the Executive Director is responsible for maintaining the Executive Director’s daily schedule and itinerary and for providing overall administrative assistance in respect of all activities in the Executive Director’s area of responsibility. This includes the provision of organizational, secretarial, and administrative support as needed.

Responsibilities

Administrative Support to the Executive Director:

  • Controls and coordinates all scheduling and management of the Executive Director’s calendar
  • Provides advice, options, recommendations, and decisions regarding all aspects of the Executive Director’s calendar based on the Executive Director’s priorities, timelines, and objectives to ensure the Executive Director’s time is being used effectively
  • Exercises judgement in determining whether issues or requests for meetings/events are appropriate or best referred elsewhere
  • Brings matters of priority to the attention of the Executive Director
  • Keeps the Executive Director well-informed of sensitive issues related to meetings or events
  • Ensures the Executive Director 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.
  • Records, edits and distributes meeting minutes, focusing on action items
  • Prepares and organizes support materials required by the Executive Director by researching, analyzing, composing and/or synthesizing and formatting documents. This includes researching websites for relevant information prior to meetings of the Executive Director for internal and external meetings
  • Must have a broad knowledge of the various activities and responsibilities of Campus Wellness to prepare materials required for effective participation in, or chairing of, both internal and external meetings and committees
  • Proactively offers advice regarding meetings and events that should be initiated by the Executive Director
  • Tracks and ensures appropriate follow-up occurs on outstanding items requiring the Executive Director’s attention
  • Takes the initiative to draft correspondence letters and memos for the Executive Director
  • Coordinates travel arrangements, completes travel claims, and manages the Executive Director’s itinerary including the provision of appropriate documentation
  • Maintains files, correspondence (paper and email) and retrieval system for the Executive Director
  • Assists Executive Director, Campus Wellness in data-gathering and report preparation
  • Gathers financial information to support to budget preparation and evaluation for the Executive Director
  • Collaborates with Administrative Coordinators to ensure medical leaders on-boarding and other hiring/termination needs

Internal Communications:

  • Functions as the central point-person for internal Campus Wellness communication and requests for marketing and promotional materials – to be reviewed and assessed by Executive Director
  • Assists with coordinating, prioritizing, scheduling, and sends internal communications within Campus Wellness on behalf of Executive Director (such as CW-wide emails and CW@aGlance), ensuring consistency of voice and message

Special Project Support:

  • Provides administrative support to various special projects as assigned by the Executive Director
  • Provides logistical and practical support and coordination for Campus Wellness events, activities, and initiatives
  • Provides support and liaison to campus-wide committees as required
  • Designs and implements tracking systems for ongoing Campus Wellness initiatives

General Administrative Support

  • Provides back up support to the Administrative Coordinators when needed

Qualifications

  • University degree or equivalent post-secondary education and/or experience required
  • At least three years of administrative experience supporting senior management preferably in a post-secondary setting
  • Experience in an office environment providing confidential administrative support
  • Experience in minute taking in large group meetings is required
  • Superior written and verbal communication skills, highlighting ability to synthesize meeting discussion into clear and concise minutes
  • Highly developed customer service skills; ability to communicate comfortably with warmth and professionalism; excellent mutual delegation and teamwork skills
  • Excellent organization and time management ability; detail-oriented with experience managing multiple concurrent priorities; self-motivation, initiative, flexibility, and responsiveness
  • High level of maturity and empathy; dealing with sensitive and confidential information with sensitivity and integrity
  • Exceptional verbal and written communication ability including the preparation of briefs and summaries
  • Intermediate experience with online calendaring and email systems
  • Proficiency with Microsoft Office including PowerPoint, Excel, and Word

Equity Statement

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+.

 

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. 45935.