Director's Executive Assistant & Office Lead

Waterloo International; Southwestern Ontario; On-site; CAD 62,000 - 77,000; Full time

Job summary

University of Waterloo is seeking an experienced Assistant to the Director in Waterloo, Ontario. The role provides comprehensive executive support to the Director, coordinating day-to-day operations of the Director’s Office and supervising administrative staff.

The position involves managing appointments, drafting confidential documents, and ensuring travel arrangements while supporting faculty processes including tenure and promotions.

Qualifications

• Postsecondary education in a discipline related to business administration or an equivalent combination of education and experience.
• 5+ years administrative support experience in progressively responsible positions, preferably in an academic environment.
• 3+ years supervisory experience.
• Experience with the application and interpretation of policies and procedures is necessary, preferably within an academic environment.
• Experience with faculty hiring, appointments, tenure and promotion policies and procedures would be an asset.
• Financial and human resources experience is required.
• Advanced computer skills and knowledge of software applications used in an office setting.

Responsibilities

• Provide executive administrative support to the Director and carry out duties to meet School goals.
• Schedule appointments, arrange meetings, draft correspondence, and prepare confidential documents.
• Organize agendas, briefing notes, and travel arrangements for the Director.
• Support communications from the Director’s Office and gather background information for decision making.
• Coordinate faculty hiring, tenure, and promotion processes; manage related records and deadlines.
• Supervise the Customer Service Coordinator and the Administrative Assistant; provide staff guidance as needed.
• Maintain confidentiality and handle sensitive matters with discretion.

Skills

Organizational skills

Communication

Problem-solving

Confidentiality

Interpersonal skills

Adaptability

Minutes taking

Detail orientation

Education

Postsecondary education in business administration or related field

Tools

Office software (Word, Excel, Forms)

Job description

University of Waterloo is seeking an experienced Assistant to the Director in Waterloo, Ontario. The role provides comprehensive executive support to the Director, coordinating day-to-day operations of the Director’s Office and supervising administrative staff.

The position involves managing appointments, drafting confidential documents, and ensuring travel arrangements while supporting faculty processes including tenure and promotions.