Executive Assistant
University of Waterloo
- Waterloo, ON
- $59,127-73,909 per year
- Permanent
- Full-time
- Control and coordinate all scheduling and management of the VPUR’s calendar.
- Provide advice, options, recommendations, and decisions regarding all aspects of the VPUR’s calendar based on the VPUR’s priorities, timelines, and objectives to ensure the Vice-President’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 VPUR
- Keep the VPUR well informed of sensitive issues related to meetings or events
- Ensure the VPUR is fully prepared and supported for meetings, events, and other engagements by means of coordinating briefing notes, documents, speaking notes, attendee listing and agenda items, etc.
- Prepare and organize support materials required by the VPUR by researching, analyzing, composing and/or synthesizing and formatting documents.
- Track and ensure appropriate follow-up occurs on requests for approval and requests for information ensuring all deadlines are met.
- Supports management of the office during the VPUR’s absence while keeping the VPUR informed of priorities and urgencies arising.
- Act as a point of contact between the VPUR and UR senior leaders to ensure the effective flow of information and follow-up.
- Interact frequently with the Office of the President, Provost, and other offices of senior administrators to relay information, seek advice, and engage parties in visits/events/meetings.
- Contact senior corporate, university and government officials to coordinate meetings on behalf of the VPUR.
- Coordinate and manage arrangements for receptions and functions hosted by the VPUR.
- Act as a collaborative team member of the VPUR office and participate in other duties as assigned
- Manage email from the VPUR generic email account and respond to or disseminate as required.
- Maintain a bring-forward system to ensure all correspondence is responded to effectively and in a timely manner.
- Maintain files, correspondence, and a retrieval system including highly confidential files on major prospects, contracts, government files under discussion and negotiation.
- Review and filter information, issues, mail, telephone calls, etc., and disseminate information to other members of the VPUR’s team including drafting correspondence that may be required by the VPUR.
- Compose e-mails on behalf of the VPUR on own initiative and as instructed.
- Ensures correspondence submitted for review is completed in a timely manner to meet all deadlines, approvals, and signature requirements.
- Take direction on the content for presentations and populate slide decks for VPUR
- Use discretion in handling incoming information and follow-up.
- Manage the VPUR’s travel arrangements, complete travel claims, and manage the VPUR itinerary including the provision of documentation, meetings materials and background information as required.
- Prepare the VPUR’s expense claims ensuring compliance with UW financial policies and procedures.
- Offers support to VPUR office for those experiencing problems or challenges with expense claiming.
- Using the corporate purchasing card (P-card) purchase required products ensuring all invoices, tracking of purchases and monthly statement reconciliation is completed following established University and/or University Relations guidelines, procedures, and processing requirements.
- Act as a collaborative team member of the VPUR office and participate in other duties as assigned.
- University degree or equivalent experience and education Experience
- 3 to 5 years of professional experience providing administrative, calendar management, business process and project coordination to a senior leader.
- Experience in drafting senior level reports, correspondence, and agenda planning
- Familiarity with best practices for assessing, developing, and implementing new business processes and procedures.
- The ability to identify and recommend emerging collaborative applications, tools, software, and best practices such as Microsoft 365 suite, Airtable, Smartsheet, Adobe Connect, Cisco WebEx, etc.
- Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents.
- Demonstrated ability to work collaboratively and independently and thrive in a fast-paced entrepreneurial environment.
- Strong organizational and analytical skills in the gathering and manipulation of data.
- High level of maturity and empathy; highly developed interpersonal and influencing capabilities.
- Excellent communication (oral and written) with the ability to write communication on behalf of an executive.
- High degree of accuracy and accountability is required given the reputational component of the VPUR.
- Strong technology skills along with excellent organizational skills and ability to manage complex detailed work.
- Familiar with University governance systems, policies, procedures, and knowledge of Waterloo web design standards/guidelines.
- Experience managing multiple schedules and meeting coordinates is an asset.
- Ability to adapt to varying management styles.
- Advanced: Outlook, MS Word and PowerPoint skills.
- A high capacity for work and a willingness to go beyond a regular work schedule to meet deadlines when required.
- This position works independently and collaboratively and requires outstanding customer service, sound judgment, a strong work ethic and an ability to work under challenging time constraints with competing priorities.
- Highly complex issues are involved which may bring in different levels of government, media, corporate leaders, opinion leaders, faculty, staff, and students – often high risk of impact on institutional reputation if not handled well.
- Collaborative team player comfortable leading as well as executing and taking constructive input from multiple sources.
- Ability to provide unobtrusive support to the VPUR and their team by earning their trust and confidence.
- Communicates effectively, precisely, and professionally with internal and external sources.
- Proactive in anticipating the needs of the VPUR and the ability to manage tight deadlines and stressful situations.