Executive Assistant to the Dean | Admin & Events Lead

University-of-Waterlo; 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 Dean of Health's Office. You will maintain the Dean’s schedule, prepare briefing materials, and coordinate with internal and external stakeholders, including dignitaries and international guests.

This role requires a university degree and five years of executive support experience, with a strong focus on travel, protocol, events, and confidentiality.

Qualifications

• University degree required.
• Experience supporting a senior leader with complex travel and international protocol.
• Proven track record in event planning and meeting coordination.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.

Responsibilities

• Manage the Dean’s calendar and prioritize appointments.
• Prepare briefing materials, notes, emails, and verification of documents.
• Maintain confidential files and support meetings with discretion.
• Coordinate internal and external meetings, travel and events.
• Greet visitors and represent the Dean's Office professionally.
• Support Indigenous Knowledge Keeper and Indigenous initiatives.
• Assist with committee support, terms of reference, minutes and reports.
• Oversee room bookings and office operations.

Skills

Calendar management

Events management

Confidential information handling

Briefing materials

Stakeholder coordination

Professional communication

Protocol & diplomacy

Client service

Education

University degree

Tools

Microsoft Office

Job description

The University of Waterloo invites applications for an Executive Assistant in the Dean of Health's Office. You will maintain the Dean’s schedule, prepare briefing materials, and coordinate with internal and external stakeholders, including dignitaries and international guests.

This role requires a university degree and five years of executive support experience, with a strong focus on travel, protocol, events, and confidentiality.