Executive Assistant to the Chair

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

Job summary

University of Waterloo is seeking an Administrative Assistant to the Chair to provide executive-level support and manage a confidential office environment. The role involves coordinating complex schedules, preparing briefing materials, and assisting with faculty appointments and HR processes.

You will support the Chair, AO, and Department, ensuring efficient operations, and handling confidential information with discretion in a dynamic academic setting.

Qualifications

• Post-secondary education in a relevant field or equivalent education and experience.
• Extensive administrative experience in an academic environment.
• Experience supporting the needs of a senior management team.
• Proficient in Microsoft Office, online meeting software, email and Outlook.
• Exceptional verbal and written communication skills.
• Calendar and Scheduling skills.
• Excellent customer service skills.
• Knowledge of University policies and procedures.

Responsibilities

• Provide executive administrative support to the Chair and manage confidential information.
• Coordinate the Chair’s schedule and manage calendar with changes.
• Prepare meeting agendas, materials, and briefing notes for the Chair.
• Draft correspondence and reports; review documents with the Administrative Officer.
• Oversee department records, recruitment, hiring processes, and faculty appointments.
• Supervise the Department Assistant and support HR processes.
• Plan department meetings and events; ensure hybrid meeting logistics.

Skills

Calendar scheduling

Customer service

Verbal and written communication

Attention to detail

Education

Post-secondary education

Tools

Microsoft Office

SharePoint

Electronic file management

Outlook / Email

Job description

University of Waterloo is seeking an Administrative Assistant to the Chair to provide executive-level support and manage a confidential office environment. The role involves coordinating complex schedules, preparing briefing materials, and assisting with faculty appointments and HR processes.

You will support the Chair, AO, and Department, ensuring efficient operations, and handling confidential information with discretion in a dynamic academic setting.