Executive Assistant

5 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Executive Assistant provides logístical and administrative support to the Chief Financial Officer (CFO) and the Directors of Finance (collectively, the Finance Senior Leadership team). The Executive Assistant is responsible for the day-to-day administrative office management activities of Finance. This position supports Finance through executive and administrative support, general office operations, human resource administration and liaising with campus partners.

**Responsibilities**:
**Executive support to the CFO and Senior Leadership Team**
- Supporting the CFO:

- Documents and maintains a work plan for key responsibilities and deadlines
- Plans and develops materials for team meetings and communications; develops and manages an annual cycle for communications and updates
- Assists with overall administration activities related to people, including goal-setting, performance reviews, work schedules, scheduling and assignment of work spaces, etc.
- Assists with general administration, including calendar management
- Supporting the Finance Senior team:

- Documents and maintains a work plan for key responsibilities and deadlines for each team and for Finance overall
- Provides administrative coordination for Finance, including compilation, editing, and formatting of presentations, materials, financial statements and reports and assists with developing agendas and coordination of follow up items
- Assists with development of presentations, research and briefing notes
- Assists in coordination and setup of meetings that may include multiple internal and external stakeholders, scheduling based on time sensitivity and arranging venues and IT, as required
- Provides administrative support with in-depth knowledge and management of a high volume of files and queries and with the overall day-to-day operations of Finance
- Ensures the effective management of confidential and highly sensitive information
- Other Administrative Support
- Compiles spreadsheets, reports and other tracking materials for various groups within Finance as required, maintaining a high level of accuracy
- Provides other administrative support within Finance and the broader Vice-President, Administration & Finance team as required

**Administrative Office Management**
- Responsible for records and information management standards for the Finance office in accordance with University records management and retention policies guidelines and legislated requirements; assesses records management systems and processes to ensure efficiency and effectiveness and proposes and implements changes
- Recommends changes/improvements and follows through to implementation of all service and set up matters for the physical office; initiates and monitors work requests for Plant Operations office maintenance (repairs, custodial service, etc.) ensuring smooth transitions and uninterrupted workflows; manages communication of impacts of such activities to the Finance department
- Leverages extensive contacts and relationships across campus to solve problems, gathers data and ensures administrative initiatives are successful
- Supports the planning and execution of various internal team meetings and events
- Manages office equipment and supplies including printers, photocopiers, telephones, etc.
- Manages the shared spaces in the office along with needed supplies
- Proofs documents for quality control
- Maintains contact lists e.g., department contacts, organizational charts, committee membership
- Manages mail and courier packages
- Manages access and updates to subscriptions for Finance technical materials

**Administrative Leadership**

Responsible for the management and delivery of one-time and ongoing administrative workflows. Examples include:

- Planning and reporting
- Works with the Finance senior team to enhance processes and document and update materials for strategic and operational planning, including work plans for recurring items, projects, annual goal-setting and related monitoring and reporting, and supporting integration of these planning processes with other units and University processes
- Implements, updates, monitors and reports on work plans
- Onboarding team members
- Provides consistent, knowledgeable, and comprehensive assistance and support to Finance in coordinating interview scheduling and other hiring activities for the department, including coordination with HR on job postings and on administration for co-op positions (including validation of work placement funding, etc.)
- Supports Finance to establish and support an effective onboarding system (checklists, procedures) committed to providing new staff the support and resources required to ensure their success
- Conducts onboarding of new staff, with referrals as required, and provides training for departmental procedures and Health and Safety policies
- Works with the hiring manager and Financial Systems to arrange for provision of furnishings, equipment, access to spa

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