Administrative Assistant

Term: 2 years

Reporting to the Manager, Finance and Operations, the Administrative Assistant supports the WatSPEED Executive Director, leadership team, and other WatSPEED staff with office administration and operations, meeting bookings, events management, and general internal and external communications.

This role is contingent on funding.

Responsibilities

Administrative Assistance

• Provides administrative support to the Executive Director and leadership team through detailed management of their calendars bookings; and organizing meetings (including scheduling, invitations, RSVPs, materials, venues)
• Prepares meeting minutes for the leadership and team meetings
• Assists with arranging and organizing conferences, workshops, seminars, and other events (on and off-site) sometimes in conjunction with other industry organizations
• Coordinates and makes travel arrangements for the WatSPEED leadership team
• In accordance with Policy 46 (Information Management), maintains filing and retrieval systems (hard and soft copies) for agreements, MOUs (Memorandums of Understanding), agreements and contracts signed by WatSPEED leaders
• Moderates various SharePoint sites, and other similar document repositories – this includes: keeping the site curated, appropriate naming conventions, information filed and archived/deleted as appropriate
• Responsible for general office administration, including maintaining office supplies, confidential files, and updating membership databases
• Prepare shipping documents and packages
• Performs other administrative duties as assigned

Qualifications

• Post-secondary education or equivalent education and experience
• 3+ years of experience providing administrative assistance, preferably working in an academic environment
• Experience managing complex calendars and event coordination
• Intermediate to advanced level of experience using Microsoft 365, Concur, CentreSuite and Adobe
• The position requires substantial skill in managing complexity and coordinating a range of activities and demands
• Ability to effectively manage competing priorities
• Responsibility, maturity, and excellent problem-solving skills are critical
• Organizational skills are key, as are managing conflicting priorities from multiple stakeholders
• Ability to support directors whose primary work location is in other buildings on campus
• Excellent interpersonal skills
• Proven record of demonstrated tact, judgement and diplomacy, confidence, organization, and the ability to assimilate information and analyze data quickly
• Demonstrated ability to make independent decisions
• Strong attention to detail
• Specialized work with minimal supervision
• Excellent communication (oral and written)

Vaccination Requirement Statement

All employees and students of the University of Waterloo are required to provide proof of being fully vaccinated or have an approved accommodation, in order to come to campus. You can provide proof of vaccination or apply for an accommodation on our Campus Check-in website. For more information, please refer to the University of Waterloo website: Vaccination Requirement.

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.