Executive Assistant

3 weeks 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

  • Executive Assistant

    5 days ago

    Waterloo, Canada The Paragon Group Full time

    **About us** The Paragon brand is founded on integrity, high quality design, and partnership with our clients. This combination has resonated with the industry such that we are growing quickly, and need top quality people to join our team and help continue the growth. We are looking to grow our team with passionate people. People who believe in our...

  • Executive Assistant

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Executive Assistant (EA) is responsible for the efficient daily operations of the Director’s office. The EA provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals and academic appointments including Visitors, Post-Doctoral Fellows, Research Associates, etc. The incumbent will provide essential...

  • Executive Assistant/office Manager

    6 days ago

    Waterloo, Canada Lions Concrete Cutting Full time

    Job Summary: **Duties**: - Provide administrative support, including managing calendars, scheduling meetings, fielding client calls - Prepare and edit documents and reports - Maintain office supplies inventory and place orders as needed - Greet visitors and direct them to the appropriate person or department - Manage front desk operations, including...

  • Executive Administrative Assistant to The

    4 weeks ago

    Waterloo, Canada City of Waterloo Full time

    **Position Description**: A temporary full-time opportunity exists for an experienced Executive Assistant to provide administrative and technical support to the Commissioner Corporate Services and the department in general. **Accountabilities**: - Provide general administrative support as requested by the Commissioner including; setting up and organizing...

  • Executive Assistant Global Brand and Digital

    6 days ago

    Waterloo, Canada Sun Life Full time

    You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll...

  • Executive Assistant Waterloo, Ontario

    53 minutes ago

    Waterloo, ON, Canada TextNow, Inc. Full time

    We believe communication belongs to everyone. We exist to democratize phone service. TextNowis evolving the way the world connects and that's because we're made up of people with curious minds who bring an optimistic, yet critical lens into the work we do. We're the largest provider of free phone service in the nation. And we're just getting...

  • Administrative Assistant

    4 weeks 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...

  • Group Account Executive

    4 weeks ago

    Waterloo, Canada Equitable Life of Canada Full time

    At Equitable Life of Canada, we realize that your work life is not just about performing a job; it's about being part of a workplace that helps you grow and reach your full potential. Within our friendly and collaborative work environment, we recognize that the key to our growth and success is a dedicated, motivated and customer-responsive staff. Join...

  • Administrative Assistant

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The primary purpose of the Administrative Assistant role is twofold: providing a broad range of administrative, financial, and technical support to the department, and coordinating and supporting departmental events and communications. This role works in conjunction with various colleagues across the institution and at CTE, primarily the Director,...

  • Administrative Assistant

    4 weeks ago

    Waterloo, Canada Conestoga College Full time

    Requisition Details **Job Title**: **Administrative Assistant** **Requisition #**: **22-861R1** **Campus**: Waterloo **Department**: School of Applied Computer Science & Information Technology **Payband**: E **Starting Rate**: $26.47 **Payband Range**: $26.47 - $30.69 **Hours/Week**: 35 **Posting Date**: Wednesday, June 14, 2023 **Closing...

  • Administrative Assistant

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 year** The Administrative Assistant provides administrative support for the Department Chair and the Administrative Officer and is the first contact for visitors of the Department. **Responsibilities**: Administrative Support: - Manages the Chair’s Schedule; - Consults and collaborates daily with the Administrative Officer providing...

  • Assistant Store Manager-Retail

    4 weeks ago

    Waterloo, Canada Roots Corp. Full time

    Conestoga Mall - Store 245, 550 King St. North Unit E4A, Waterloo, Ontario, Canada Req #1720 Wednesday, August 16, 2023 At Roots, we look for dynamic individuals who are not only interested in retail and fashion, but who enjoy challenges and share our vision for a safer, cleaner, healthier planet. Roots is not only a brand, it’s a culture and...

  • Assistant Store Manager-Retail

    4 weeks ago

    Waterloo, Canada Roots Corp. Full time

    Conestoga Mall - Store 245, 550 King St. North Unit E4A, Waterloo, Ontario, Canada Req #1720 Wednesday, August 16, 2023 At Roots, we look for dynamic individuals who are not only interested in retail and fashion, but who enjoy challenges and share our vision for a safer, cleaner, healthier planet. Roots is not only a brand, it’s a culture and...

  • Assistant Store Manager-Retail

    4 weeks ago

    Waterloo, Canada Roots Corp. Full time

    Conestoga Mall - Store 245, 550 King St. North Unit E4A, Waterloo, Ontario, Canada Req #1720 Wednesday, August 16, 2023 At Roots, we look for dynamic individuals who are not only interested in retail and fashion, but who enjoy challenges and share our vision for a safer, cleaner, healthier planet. Roots is not only a brand, it’s a culture and...

  • Administrative Assistant

    2 weeks ago

    Waterloo, Canada Antec Appraisal Group Full time

    Antec Appraisal Group is a leading provider of independent, professional real estate valuation, appraisal and consulting services for Southern Ontario. We are committed to providing our clients with relevant and expert advice for investing, financing and information purposes. Our team is currently looking for a full-time Administrative Assistant in our...

  • assistant executive director

    4 weeks ago

    Waterloo, Canada HARVEE LOGISTICS INC Full time

    Education: Bachelor's degreeExperience: 2 years to less than 3 yearsWork settingHead officeTasksAllocate material, human and financial resources to implement organizational policies and programsAuthorize and organize the establishment of major departments and associated senior staff positionsCo-ordinate the work of regions, divisions or departmentsEstablish...

  • assistant executive director

    4 weeks ago

    Waterloo, Canada HARVEE LOGISTICS INC Full time

    Education: Expérience: EducationBachelor's degreeWork settingHead officeTasksAllocate material, human and financial resources to implement organizational policies and programsAuthorize and organize the establishment of major departments and associated senior staff positionsCo-ordinate the work of regions, divisions or departmentsEstablish objectives for the...

  • Executive Assistant

    4 weeks ago

    Kitchener-Waterloo, Canada King Condo Management Inc. Full time

    To apply, please answer the questions at the bottom of the ad and take the skill assessment that Indeed sends you after applying. We are a management firm that specializes in exceptional customer service. We are looking for someone who is eager to provide "concierge-style management" to our clients. No experience is necessary for this position. We are...

  • Assistant Supervisor

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview Assist with the management of one or more UW Food Service units, consistent with departmental objectives, University policies, procedures and CUPE 793 Collective Agreement. 4 Positions availible  This is a Regular Part Time position working 37 weeks per year 35 per week, which typically starts 2 weeks before labour day and ends in...

  • Permanent Full-time District Leadership Assistant

    7 days ago

    Waterloo, Canada Christian Horizons (CA) Full time

    Calling all change-makers, advocates, innovators, and allies! - **We value diversity and hire employees from all backgrounds. **_ At Christian Horizons, we value people, foster belonging, respect gifts and serve others. **Permanent Full-Time** **DISTRICT OFFICE LEADERSHIP ASSISTANT (DOLA)** **35-40 hours/week** **Waterloo, ON** As directed by the West...