Administrative Assistant

1 month ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Administrative Assistant is responsible for providing overall administrative assistance for the Equity, Diversity, Inclusion and Anti-Racism (EDI-RO) Unit. Accountable to the Administrative Officer, this position provides comprehensive and strategic support to three Directors within the Unit, including detailed calendar management, coordination of internal and external meetings, research, document preparation, and event support. This position plays a key role in the efficiency and overall functioning of the EDI-RO office.

**Responsibilities**:
Customer Service
- Provides welcoming, professional customer service support at the EDI-RO reception area to internal and external visitors, including students, staff, faculty, and external stakeholders
- Arranges visitor parking and gives direction to a wide variety of clientele

Administrative Support
- Provides comprehensive administrative support to three Directors, including detailed and proactive calendar management and support in planning and executing various administrative and operational activities
- Organizes and coordinates meetings with internal and external stakeholders on and off-campus, managing invitations and RSVPs, drafting agenda materials, preparing handouts and reports, assisting with electronic presentations, taking minutes, producing meeting notes, handling responses, and attending to special requests
- Interacts with key internal and external stakeholders to engage parties in meetings, relaying information and seeking advice
- Manages and coordinates travel preparations for Directors within EDI-RO, which can include transportation, accommodation, conference registration etc. Occasionally this will involve coordination of group travel and travel outside North America
- Creates, formats, proofreads, prints, distributes and/or publishes various confidential presentations and documents for diverse audiences
- Conducts research to garner information to assist in the preparation of reports, briefing notes, letters, agendas, and other documents as required
- Effectively organizes and maintains various SharePoint and Teams sites, including keeping the sites curated, using appropriate naming conventions, filing, archiving, and deleting files as appropriate
- Attends various team meetings to stay abreast of current work, staffing, projects, and priorities
- Provides ongoing support to other members of the Department as needed

Coordination of Department Events
- Assists with the planning and execution of office events and visit requests
- Books rooms, venues, facilities, parking, catering, monitoring registration, coordinates invoices and payments, manages technical requirements and support, disseminates marketing materials and monitors event budget
- Oversees events inventory
- Represents the team at in-person events in a professional manner consistent with EDI-RO practices

Purchasing and Financial Assistance
- Assists the Executive Officer in overall budget management through ongoing management and reconciliation of annual program area budgets
- Responsible for monthly budget reconciliation for Directors
- Manages the Unit purchasing card, including reconciliation of accounts, payment of invoices
- Responsible for office supplies, which includes purchasing and distribution, ensuring supplies inventory is adequate for the department, organization, and maintenance of the supply room

Co-op Student Coordination
- Initiates and coordinates the Work Placement co-op student hiring process termly and provides detailed information to hiring managers
- Provides recruitment support to hiring managers, which may include pre-screening resumes and cover letters, performing pre-screening phone calls, reviewing, and summarizing resumes, scheduling and conducting interviews, and providing hiring and pay details for the upcoming term
- Responsible for the preparation and delivery of a variety of key messages to incoming co-op students including welcome messages and details about their orientation schedule and pay details for the upcoming term
- Coordinates onboarding schedules, department communications and acts as a key contact for the Student Awards and Financial Aid Office
- Conducts exit interviews and provides detailed summaries to senior leadership team noting any recommendations or changes

Qualifications:

- College Diploma or University Degree; Equivalent combination of education or experience will be considered
- 3 years of administrative experience in a complex, dynamic and fast-paced environment with a focus on exceptional customer service
- Experience providing senior executive level support and managing complex calendars for multiple individuals
- Previous experience planning and managing events, booking, and arranging travel
- Experience working within a large and complex organization (post-secondary environment considered an asset)
- Outstanding people skills, with proven high level of aptitude for and success in providing superior cust

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