Administrative Assistant

7 days ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview:

Term: 1 Year


The Administrative Assistant, reporting to the Associate Vice President, Commercialization and Entrepreneurship (AVP-CE) and taking direction from the Director, Innovation and Special Projects is responsible for the organizational, secretarial and administrative support for the Waterloo Ventures team.

Responsibilities include maintaining daily schedules and itineraries and also providing overall administrative and executive assistance in respect to all activities of the AVP's responsibility.

On behalf of the AVP, the incumbent interacts with senior administrators and faculty members across the University.

The Administrative Assistant must perform at a high level, ensuring that the Waterloo Ventures office functions in an efficient and professional manner including providing support to the members of the Waterloo Ventures team as required.


Responsibilities:

Administrative support

  • Manages AVP schedule, arranging all meetings on and off campus. Representing the AVP in a professional manner at all times, anticipates requirements and assembles material and briefings for meetings and appointments
  • Coordinates travel arrangements, completes travel claims and manages the AVP's itineraries including the provision of appropriate documentation
  • Facilitates meetings by booking facilities and refreshments, preparing handouts and reports, assisting with electronic presentation notes, producing meeting notes, handling responses and attending to special requests
  • Researches and prepares letters, agendas and other material to support WV
  • Takes initiative to draft correspondence, letters, memos, etc.
  • Interacts with the AVP-CE, Offices of the VPRI, Faculty Dean Offices and other administrators to relay information, seek advice and engage parties in meetings
  • Responds to inquiries and information requests in a timely, confidential and professional manner
  • Performs research to assist in the preparation of reports, briefing notes, letters, agendas, information packages and a variety of other materials as required
  • Performs duties with a high degree of accuracy and accountability
  • Support, track and report progress on strategic initiatives
  • Coordinate plans with resources; including space, HR and IST
  • Contribute to defining project goals and objectives
  • Monitor and analyze project effectiveness using qualitative and quantitative tools
  • Help to plan and monitor activities of assigned projects to develop and implement procedures, processes and systems
  • Establish a communication plan to key stakeholders
Event coordination, website, digital content and office operations

  • Acts as the Waterloo Content Management System and Teams/OneNote site coordinator, in coordination with WV team members and in consultation with the AVP-CE
  • Ensures that news events, profiles, and other content are up to date
  • Monitors on
- and off-campus websites and other news media to find and upload events, stories, information, and profiles appropriate for WV websites

  • Uploads, monitors, and manages any documents to be published on the WV SharePoint and/or OneNote site
  • Manages digital display content and schedule, ensuring visitors are welcomed and content is updated on a regular basis
  • Keeps fully informed and knowledgeable about all WV strategies as well as programs run by the different WV subunits, and other initiatives and how any changes impact the tasks for which they are responsible
  • Assists with the preparation and execution of meetings including recording of minutes, scheduling, setup, catering and equipment orders as required
  • Provides assistance at events hosted by Waterloo Ventures
  • Obtains profiles and background materials, researching websites for relevant information, prior to meetings of Waterloo Ventures with external visitors
Service Excellence

  • Greets visitors in a positive, enthusiastic and helpful manner, understanding the importance of first impressions
  • Maintains positive, collaborative relationships within the office, on campus and with external partners to ensure exceptional engagement, customer service and collaboration
  • Proactively finds solutions to address issues in a flexible, efficient manner
  • Engages, listens and seeks to understand the needs and expectations of all inperson, telephone and online interactions
  • Provides courteous, timely and efficient service. Acknowledges receipt of correspondence promptly, managers expectations of response ties, and provides pleasant, enthusiastic and professional communications
  • Support the team in preparing for events and special guests

Qualifications:

  • University degree or equivalent combination of administrative education and experience
  • 35 years administrative experience, preferably in an academic environment
  • Proven ability to deal with confidential issues and interact effectively with a wide range of individuals
  • Demonstrated experience managing executivelevel schedules, using sound judgement to ensure effec

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada University of Waterloo Full time

    Overview:The Administrative Assistant is responsible for the efficient daily operations of the Chair's office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals, and all non-faculty appointments. The Administrative Assistant manages confidential records and provides administrative...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Concepts (GTA) Inc. Full time

    _Full-Time Administrative Assistant (Hybrid) Waterloo, Ontario_Are you ready to be a pivotal part of a dynamic construction business that's shaping the golf landscape across Ontario? We're seeking a passionate Administrative Assistant to join the team and play a vital role in the continued success. This team is dedicated to building innovative and impactful...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Magna Staffing Full time

    We are looking for an individual who will assist the office with incoming calls, dealing with online communication, filing, checking mails, marketing of new clients and general office help. Prior work experience is a must. Excellent communication is important and a team-player mind-set is essential. We look for people who is fast-learner.Responsibilities...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada University of Waterloo Full time

    Overview:Term: 1 year.The Administrative Assistant is responsible for providing overall administrative assistance for the Director and operational duties for the Alumni Relations (AR) team that contributes to team success. It is the responsibility of the Assistant to work predominantly with the Director as a key contact for all internal and external...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada GFL Environmental Full time

    GFL Environmental is looking for an Administrative Assistant to join the team in Kitchener , ON . The Administrative Assistant will provide administrative support to the branch with regards to Company communications, report preparation, correspondence, and the maintenance and organization of files. Provide excellent customer service to internal and...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Conestoga College Full time

    Requisition DetailsJob Title:Administrative AssistantRequisition #:23-570Campus:KitchenerDepartment:School of BusinessPayband:EStarting Rate:$26.47Payband Range:$ $30.69Hours/Week:35Posting Date:Friday, April 14, 2023Closing Date:Sunday, April 23, 2023 at 11:59 PM ESTVacancy Type:Support Staff - Full-time Temporary Appendix D ContractSupport Staff Full-time...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada GFL Environmental Full time

    GFL Environmental is looking for an Administrative Assistant to join the team in Kitchener, ON.The Administrative Assistant will provide administrative support to the branch with regards to Company communications, report preparation, correspondence, and the maintenance and organization of files. Provide excellent customer service to internal and external...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Conestoga College Full time

    Requisition DetailsJob Title:Administrative AssistantRequisition #:23-519R1Campus:WaterlooDepartment:School of Hospitality & Culinary ArtsPayband:EStarting Rate:$26.47Payband Range:$ $30.69Hours/Week:37.5Posting Date:Tuesday, April 11, 2023Closing Date:Tuesday, April 18, 2023 at 11:59 PM ESTVacancy Type:Support Staff - Full-time Temporary Appendix D...

  • Administrative Assistant

    1 week ago

    Kitchener, Ontario, Canada Conestoga College Full time

    Requisition DetailsJob Title:Administrative AssistantRequisition #:22-861Campus:WaterlooDepartment:School of Applied Computer Science & Information TechnologyPayband:EStarting Rate:$26.47Payband Range:$ $30.69Hours/Week:35Posting Date:Wednesday, January 4, 2023Closing Date:Monday, January 30, 2023 at 11:59 PM ESTVacancy Type:Support Staff - Full-timeSupport...

  • Administrative Assistant

    1 week ago

    Kitchener, Ontario, Canada Canadian Water Conditioning Full time

    Administrative Assistant & ReceptionistWe're looking for an upbeat, positive, friendly individual to join our Water Treatment team as a part-time Administrative Assistant & Receptionist This is not your typical role - we serve our local customers to genuinely build relationships and deliver the outstanding customer service our customers have come to expect...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Larrek Investigations Full time

    We are currently seeking applicants for our in-office Administrative Assistant role, starting at $22.00/per hour.- Please note, this is a fully in-office position that is not compatible with remote working._WHY WORK WITH US? Competitive hourly wage Opportunities to gain valuable industry experience Health Benefits Pension Plan Inhouse opportunities to grow...

  • Administrative Assistant

    1 week ago

    Kitchener, Ontario, Canada Farm Boy Inc. Full time

    Job DescriptionThe position is responsible for supporting the retail team by performing various administrative and clerical duties. The performance of the duties must ensure a quality service approach to all employees, customers and suppliers. All responsibilities must be performed in a manner consistent with the Farm Boy Way.Major...

  • Office Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada MarshallZehr Full time

    WATERLOO, ON, CANADA.FULL-TIME. AUGUST 15, 2023DescriptionOffice Administrative Assistant***Who is MarshallZehr?MarshallZehr Group Inc ("MZ") provides customized construction and development financial solutions for high-performing real estate developers. Since 2008, MarshallZehr has grown to become one of Canada's most trusted real estate capital partners....

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Premier Mortgages Full time

    A top producing mortgage brokerage based out of Waterloo is currently seeking a dynamic Office Administrator.Mortgage Office Administrator key responsibilities:The mortgage office Administrator will be responsible for assisting the Broker in the day to day running of the brokerage.Role Specific duties include, but are not limited to the following:Provide...

  • Administrative Assistant

    1 week ago

    Kitchener, Ontario, Canada Larrek Investigations Full time

    We are currently seeking bilingual applicants for our in-office Administrative Assistant role_- Please note, this is a fully in-office position that is not compatible with remote working._WHY WORK WITH US? Competitive hourly wage Opportunities to gain valuable industry experience Health Benefits Pension Plan Inhouse opportunities to grow and advance The...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Larrek Investigations Full time

    We are currently seeking bilingual applicants for our in-office Administrative Assistant role_- Please note, this is a fully in-office position that is not compatible with remote working._WHY WORK WITH US? Competitive hourly wage Opportunities to gain valuable industry experience Health Benefits Pension Plan Inhouse opportunities to grow and advance The...

  • Student Administrative Assistant

    3 weeks ago

    Kitchener, Ontario, Canada Lutherwood Full time

    Salary: Job Band Student $16.552 Student Administrative Assistant-Internal and ExternalLUTHERWOOD IS DEDICATED TO SUPPORTING COMMUNITIES WHERE EVERYONE EXPERIENCES MENTAL WELLNESS, OPPORTUNITIES FOR EMPLOYMENT, A PLACE TO CALL HOME, AND A SENSE OF BELONGING.To better serve the diversity of our community, Lutherwood is committed to embedding anti-racist,...

  • Student Administrative Assistant

    2 months ago

    Kitchener, Ontario, Canada Lutherwood Full time

    Salary: Job Band Student $16.552 Student Administrative Assistant-Internal and ExternalLUTHERWOOD IS DEDICATED TO SUPPORTING COMMUNITIES WHERE EVERYONE EXPERIENCES MENTAL WELLNESS, OPPORTUNITIES FOR EMPLOYMENT, A PLACE TO CALL HOME, AND A SENSE OF BELONGING.To better serve the diversity of our community, Lutherwood is committed to embedding anti-racist,...

  • Administrative Assistant

    7 days ago

    Kitchener, Ontario, Canada Conestoga College Full time

    Requisition DetailsJob Title:Administrative AssistantRequisition #:23-409Campus:DoonDepartment:School of BusinessPayband:EStarting Rate:$26.47Payband Range:$ $30.69Hours/Week:35Posting Date:Wednesday, February 15, 2023Closing Date:Thursday, February 23, 2023 at 11:59 PM ESTVacancy Type:Support Staff - Full-timeFull-time Support Staff Replacement...

  • Financial Administrative Assistant

    1 week ago

    Kitchener, Ontario, Canada University of Waterloo Full time

    Overview:Term: 1 year.Reporting to the WISA Manager, the Financial Administrative Assistant supports a broad range of financial administration within the Waterloo Institute for Sustainable Aeronautics (WISA) that includes accounts payable, accounts receivable, purchase requisitions, expense reimbursements, financial tracking and reporting. This position will...