Executive Assistant to the Dean

  • Company:
    University of Waterloo
  • Location:
  • Salary:
    negotiable / monthly
  • Job type:
    Full-Time
  • Posted:
    3 weeks ago
  • Category:
    Admin / Office

Reporting to the Dean of Engineering, the Executive Assistant provides confidential essential support to the Dean and acts as a liaison with senior members of the Faculty including the Vice Dean, Associate Deans, Chairs and Directors. The Executive Assistant is effective in establishing excellent working relationships within the Faculty of Engineering and University including the Office of the President, Office of the Vice-President, Academic and Provost, and other senior leaders. The Dean of Engineering is extremely active both on and off campus. The Executive Assistant provides executive level support by anticipating needs, administering calendaring and scheduling of meetings and appointments and maintains an awareness and understanding of ongoing activities. The role provides high-level administrative support to the Dean, ensuring he or she is fully prepared for all commitments. The Executive Assistant provides confidential, professional support and acts as an ambassador for the Dean’s Office to expertly manage, triage, and refer a broad spectrum of urgent and sensitive issues.Client service and administrationRepresents the Dean’s Office with all contacts, ensuring the right tone and interest is projected, dealing with issues and concerns, and solving or referring problems as they ariseActs as a resource on university policies and procedures and ensures all administrative activities and functions are in compliance with policiesBuilds and maintains relationships among the academic and academic support units, and offices of other members of senior leadership team to ensure sharing of information and consistent servicesEstablishes and maintains effective interaction with staff in academic support units campus wide on all matters pertaining to the Faculty of EngineeringActs as the initial point of contact for the Dean; anticipates potential problems, acts to field concerns and resolve difficult situations including sensitive issues requiring absolute discretion and confidentiality, while maintaining excellent rapport with internal and external stakeholdersInteracts with various external stakeholders including government representatives, other institutions, business and industry to answer questions or direct to the appropriate internal sourceResearches, prioritizes and determines the appropriate course of action, referral or response on a variety of complex mattersProvides administrative direction and guidance to team membersScheduling, information coordination and issues managementMaintains the calendar and schedules all meetings and appointments on behalf of the DeanPrepares an annual cycle of academic responsibilities and events for the Dean to ensure appropriate planning for future schedulingResponds quickly and fluidly to the day-to-day administration and priorities of the DeanPrepares official correspondence and presentations, including drafting, proofreading and editingMonitors upcoming activities and anticipates, researches, compiles and prepares documentation and relevant background informationManages access to the Dean for members of the team for urgent or high priority issuesCoordinates travel arrangements, prepares itineraries and meeting materialsPrepares travel advances, travel and expense claimsEnsures priorities and deadlines are met, correspondence and documentation is handed efficiently, accurately and with the utmost confidentiality and discretionSummarizes the needs of parties requesting time and gathers necessary material to ensure the Dean is adequately prepared for meetingsManages the information flow of notes and materials resulting from meetings and organizes materials, coordinating scheduling of follow-up meetings to accomplish goalsManages all print and email communications on behalf of the Dean including announcements, notifications of honours and awards, and special eventsSelects and prepares gifts and promotional materials to be presented to visitorsManages the email account for the Dean of Engineering and responds, redirects or prioritizes as appropriateReviews and filters incoming mail and handles or redirects as appropriateManages contact database for the DeanManages the office in the absence of the Dean while keeping the Dean, Vice Dean, Acting Dean and Executive Officer apprised of sensitive issues and priorities that may ariseCommittee support, projects and special eventsProvides administrative support to the Dean and Executive Officer on Chair Nominating Committees, including scheduling meetings, coordinating logistics for rooms and catering, and assisting with the preparation and posting of advertisements and meeting materialsSupports various working groups, and large projects as appropriateImplements administrative systems including processes and workflows consistent with the scope and responsibilities of the roleCoordinates Senate nominations including Faculty representation on standing committeesDevelops and coordinates events, meeting agendas, materials, invitations and response lists, and minute preparation as requiredCoordinates logistical arrangements to ensure seamless presentation of meetings and eventsGovernance and policy supportMaintains official faculty files pursuant to relevant university policies and proceduresManages and coordinates file and electronic information within established retention systems and guidelinesConfirms eligibility for Professor Emeritus designation in consultation with academic unitsCommunicates information on institutional and faculty wide procedures and processes to the academic and academic support unitsOffice AdministrationManages routine IT issues and equipment for the Dean including identifying areas for improvement and efficienciesProvides critical and time sensitive support to team members to ensure excellent service for all key accountabilities of the Dean of Engineering OfficeTakes minutes from senior leadership committees as required including preparation of agendas and meeting materialsProvides reception to the main office as neededBachelor’s degree in business, communications, or related fieldor equivalent education and/or experienceMinimum of 5 to 7 years’ experience in a senior administrative support role with focus on calendar management, communications, events and special projects, records management and retentionHigh level of computer literacy and willingness to learn new programsDemonstrated ability to work effectively and discreetly with confidential and sensitive informationMust possess strong client service focus and sensitivity to diversityExceptional organizational skills with the proven ability to work on multiple projects with competing demands to meet deadlinesProven ability to work collaboratively with senior leadership and with team members both within the university and external stakeholdersProven ability to build strong relationships and establish trustDemonstrated aptitude for successfully working in a term-oriented environmentDemonstrated sound judgement, tact, discretion and professional integrityExemplary interpersonal and communication skillsStrong attention to detail, ability to work independently, take initiative and anticipate future needs, issues and eventsProven problem-solving abilities, conflict management skillsIntermediate to advanced knowledge of Microsoft Office including Outlook, Word, Excel and PowerPointKnowledge and experience working with Concur an assetWorking knowledge of and a familiarity with the University of Waterloo and collegial processes and policies an asset