Executive Assistant

1 week ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview:


This position is responsible for supporting the Dean, processing legal documents, acting as secretary to the Dean's Advisory Committee on Health and Well-being, supporting the Indigenous Knowledge Keeper and coordinating multiple administrative needs of the faculty.

Event management for Indigenous and health and wellbeing initiatives is also a key responsibility of the role.

Responsibilities:

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

  • 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 frontline 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 with Administrator, Faculty Relations and Appointments and Executive Officer 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
  • Coordinates with the Dean's research manager to ensure appropriate scheduling on both sides
  • Coaches new staff regarding the Dean's routines, availability and processes
  • Schedules and ensures minutes are taken for Dean's Office Updates, which are hosted by the Dean
  • Maintains the Dean's orientation manual and updates it annually

PRACTICUM 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
COORDINATOR TO THE DEAN'S ADVISORY COMMITTEE ON HEALTH AND WELL-BEING

  • Provides administrative support to the Advisory Chair and committee as a whole
  • Drafts agendas and meeting minutes for Chair approval and circulates them to membership.
  • Administers Student-Led Initiative Committee (SLIC) funding for graduate students
  • Schedules and attends update meeting each term between the Advisory Chair and the Dean
  • Keeps the Dean abreast of information/initiatives that impact her role; liaises when Advisory has recommendations for the Dean
  • Manages committee membership from the three academic units, including faculty, staff, graduate, and undergraduate students, and ongoing and invited guests. Welcomes new members and acknowledges leaving members; updates membership information on all platforms, including Dean's Advisory Committee on Health and Wellbeing web page, Microsoft Teams, Outlook calendar group list and LEARN
  • Updates and stores administrative items on LEARN and the shared drive, including Terms of Reference, current membership list; tracking of membership dates and other related committee work; agendas and minutes; initiatives and events files; products and Advisory Committee reports
  • Updates Advisory web page with any new information as needed
  • Works with the Advisory Chair on forecasting the budget for the next fiscal year and after appropriate review, seeks the Dean's approval

EVENT PLANNING

  • Works closely with the Faculty's Indigenous Knowledge Keeper and Indigenous Relations office to develop, implement, promote, and evaluate current and new Facultywide events that support Indigenous initiatives.
  • Works closely with Health and Wellbeing Committee members to support the implementation of Faculty wide events
  • Works with the Communications team to develop and implement promotional materials
  • Identifies and oversees online registration s

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