Executive Assistant

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Vice-President, University Relations, the Executive Assistant (EA) is responsible to support the Vice-President, University Relations (VPUR) to achieve their priorities, which includes oversight of the administrative operations of University Relations. This position provides continuity within University Relations (UR) as leadership changes. University Relations includes Community Relations & Events, Government Relations, Marketing & Brand Strategy, and University Communications. The Executive Assistant is responsible for maintaining the VPUR’s daily schedule and itinerary and for providing administrative and executive assistance in respect of all activities in the VPUR’s area of responsibility. This includes the provision of organizational, secretarial, and administrative support as needed as well as liaison on behalf of the VPUR with senior administrators across the University, with corporations and government departments across Canada, post-secondary education (PSE) peers, and the Waterloo Region community members/leaders. The EA must perform at a high level, ensuring that the Office of the VPUR functions in an efficient and professional manner. This includes providing support to associate vice-presidents and others in the VPUR team as appropriate.

The Executive Assistant ensures the VPUR is prepared for all meetings and events.

This position requires a high degree of acumen, integrity, tact, diplomacy, and time-management skills; the flexibility to adapt to changing executives and priorities; the ability to work as part of a team; an indepth knowledge of the university environment, including university structure, policies, and procedures. The incumbent must be able to work independently in terms of daily management of the Office, and yet recognize the emergence of problems and issues that require the attention of the VPUR.

**Responsibilities**:
Administrative support to the Vice-President, University Relations
- Control and coordinate all scheduling and management of the VPUR’s calendar.
- Provide advice, options, recommendations, and decisions regarding all aspects of the VPUR’s calendar based on the VPUR’s priorities, timelines, and objectives to ensure the Vice-President’s time is being used effectively
- Exercises judgement in determining whether issues or requests for meetings/events are appropriate or best referred elsewhere
- Brings matters of priority to the attention of the VPUR
- Keep the VPUR well informed of sensitive issues related to meetings or events
- Ensure the VPUR is fully prepared and supported for meetings, events, and other engagements by means of coordinating briefing notes, documents, speaking notes, attendee listing and agenda items, etc.
- Prepare and organize support materials required by the VPUR by researching, analyzing, composing and/or synthesizing and formatting documents.
- Track and ensure appropriate follow-up occurs on requests for approval and requests for information ensuring all deadlines are met.
- Supports management of the office during the VPUR’s absence while keeping the VPUR informed of priorities and urgencies arising.
- Act as a point of contact between the VPUR and UR senior leaders to ensure the effective flow of information and follow-up.
- Interact frequently with the Office of the President, Provost, and other offices of senior administrators to relay information, seek advice, and engage parties in visits/events/meetings.
- Contact senior corporate, university and government officials to coordinate meetings on behalf of the VPUR.
- Coordinate and manage arrangements for receptions and functions hosted by the VPUR.
- Act as a collaborative team member of the VPUR office and participate in other duties as assigned

Daily functioning of the VPUR office
- Maintain a bring-forward system to ensure all correspondence is responded to effectively and in a timely manner.
- Maintain files, correspondence, and a retrieval system including highly confidential files on major prospects, contracts, government files under discussion and negotiation.
- Review and filter information, issues, mail, telephone calls, etc., and disseminate information to other members of the VPUR’s team including drafting correspondence that may be required by the VPUR.
- Ensures correspondence submitted for review is completed in a timely manner to meet all deadlines, approvals, and signature requirements.
- Take direction on the content for presentations and populate slide decks for VPUR
- Use discretion in handling incoming information and follow-up.
- Manage the VPUR’s travel arrangements, complete travel claims, and manage the VPUR itinerary including the provision of documentation, meetings materials and background information as required.
- Prepare the VPUR’s expense claims ensuring compliance with UW financial policies and procedures.
- Offers support to VPUR office for those experiencing problems or challenges with expense claiming

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