Executive Assistant to the Dean

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

Job summary

The University of Waterloo invites applications for an Executive Assistant in the Faculty of Health. You will manage the Dean's schedule, coordinate travel, prepare briefing notes, and act as front-line liaison with senior university colleagues and external guests.

This permanent, full-time role emphasizes confidentiality, professional communication, and skilled event planning, including coordination with Indigenous initiatives and committee activities across the Faculty.

Responsibilities

• Manages the Dean's schedule and calendar, prioritizing appointments and coordinating with the Dean.
• Prepares briefing materials, speaking notes, and letters; ensures accuracy and confidentiality.
• Provides support to the Indigenous Knowledge Keeper and coordinates Indigenous initiatives and events.
• Supports contracts and practicum placement agreements with Legal Services when needed.
• Schedules meetings, organizes logistics, takes minutes and maintains records.

Job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Details

• Time Type: Full time
• Employee Group: Staff
• Job Category: Administrative Support
• Employment Type: Permanent
• Department: Faculty of Health - Dean of Health Office - Faculty Relations and Appointments
• Hiring Range: $61,954.88 - $77,443.60
• Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is Thursday October 1st, 2026, at 11:59PM.

Primary Purpose

The Executive Assistant is responsible for maintaining the Dean's schedule and must be fully aware of the priorities, including travel and speaking engagements, and alert the Dean to potential scheduling conflicts and urgent requests. The incumbent will provide overall administrative assistance to the Dean while maintaining the highest level of accuracy and confidentiality. This position provides support to the Indigenous Knowledge Keeper, with Indigenous initiatives and event planning, and manages a variety of administrative dues for the Faculty of Health.

Administrative Assistance to the Dean

Manages the Dean's schedule and maintains the Dean's calendar by prioritizing requested appointments and responding in a logical and timely way, while coordinating with the Dean.

Works closely with the Dean to ensure the Dean is fully briefed and prepared in advance of all internal and external appointments, meetings and calls and is aware of priority matters.

Organizes and prepares paperwork requiring the Dean's signature and ensures it is accurate, complete, and has been reviewed by relevant members of the Dean's office management team beforehand.

Maintains the Dean's files and utmost confidentiality concerning details of the Dean's discussions and correspondence.

Screens and prioritizes correspondence on behalf of the Dean.

Drafts speaking notes, presentation materials, emails and letters of support; proofreads and composes other written materials as requested.

Fields inquiries to the Dean's Office and handles complex situations as they arise with speed and discretion, including changes in the Dean's travel and other schedules, the need for urgent meetings and changes to detailed arrangements involving numerous others.

Acts as front-line representative of the Dean with influential and senior members of the university, business and prospect community and media, from UW and externally; greets visitors to the office and callers with professional courtesy, poise and warmth; understands and employs appropriate protocol with dignitaries and international guests.

Collaborates with the Dean's Office Staff, UW personnel and visitors to effectively plan and implement events, ensuring that the Dean's role is appropriately positioned.

Tracks for the Dean committee memberships, events attended, and training received relevant to Dean's role.

Coordinates schedules to ensure the Dean's calendar includes sufficient preparatory time for duties such as tenure and promotion, merit and annual budgeting.

Tracks and assists the Dean with meeting deadlines.

Maintains the Dean's orientation manual and updates it annually.

Practical Placement Agreements and Other Contracts

Ensures legal agreements for academic support units related to student practicum placements are reviewed by the Legal Services prior to obtaining the Dean's signature.

Works closely with the Executive Officer to ensure that Faculty complies when executing contracts and agreements with external parties.

Committee Support, Projects, and Event Planning

Assist with large-scale events planned in the Dean's Office; including but not limited to corresponding with attendees, setting up and monitoring online registration, coordinating venue and food services, set-up and dismantling of location and arranging for additional facility support.

Provide administrative support for committees, including committee membership ensuring representation across Health academic units, which may include faculty, staff, graduate, and undergraduate students, and on-going and invited guests.

Schedule and attend meetings, coordinate logistics for rooms and catering and assist with preparing of materials and take minutes.

Update membership information on all platforms including web pages; Microsoft Teams; and Outlook calendar group list.

Maintain records including Terms of Reference, membership dates, agenda and minutes, event planning documents and Advisory Committee reports.

Works collaboratively with the committee as a team member to plan and implement initiative