Apply on Employer Site

Wilfrid Laurier University · 12 hours ago

Executive Assistant (Finance and Administration)

Waterloo, CA

Full-time

Onsite

Mid, Senior Level

$63K/yr - $79K/yr

5+ years exp

Wilfrid Laurier University is a leading multi-campus university known for its academic excellence and commitment to equity and inclusion. The Executive Assistant provides comprehensive administrative support for the Office of the Vice-President, Finance & Administration, managing sensitive information and coordinating various administrative tasks and projects.

Education

Growth Opportunities

Responsibilities

Serve as the primary point of contact for the Office of the VP Finance & Administration, ensuring professional communication with internal and external stakeholders while maintaining confidentiality

Provide courteous and responsive reception for all inquiries (phone, in-person, electronic) and support other multi-campus Finance and Administration leaders as needed

Ensure agreements, contracts, and related documents have required approvals prior to VP signature; coordinate signing through wet or electronic methods

Maintain organized electronic and hardcopy records, including retention and archiving

Process departmental and association membership invoices, manage VP’s expenses, and assist the Manager with office budget oversight

Research, compose, and prepare high-quality correspondence and documents

Demonstrate ability to prioritize multiple concurrent tasks in a fast-paced environment

Support the Manager in governance processes by coordinating agendas, meeting materials, and submissions for Board of Governors and Senate Committees in collaboration with the Secretariat and VP’s direct reports

Confirm attendance for in-camera sessions and ensure compliance with governance requirements

In consultation with the VP Finance & Administration, place items on the appropriate Cabinet or Executive Leadership Team agenda or e-circulate for their approval or information in a timely manner

Working with the University Secretariat’s Office and the VP’s direct reports for the ongoing review of University Policies and procedures to ensure they are current and identifying policies which are outdated/no longer relevant. Advising and communicating on the approval process for President or Board approved Policies. Compiling and coordinating proper documentation for VP and Cabinet approval, and compiling and providing feedback. Obtaining written approval for any President approved Policies and placing of any policies on the relevant Committee agenda for any Board approved policies

Manages electronic calendar and complex schedule for the VP with internal and external partners, prioritizing meeting requests and communicating with others to facilitate meeting times

Anticipates the needs of and prepares and compiles meeting information, agendas and materials for the VP based on institutional knowledge of weekly calendar requirements

Attends committee meetings and takes/prepares meeting minutes, when necessary

Assists with co-ordination of on and off campus retreats/workshops, compiling materials and arranging for guest speakers and resource people as required

Assists with coordinating special events as required

Manage and register any external conference(s) for the VP as required

Manages business travel (airfare and ground transportation) and accommodation arrangements for the VP as required

Participates in regular departmental management and strategic planning meetings

Act as a Scribe to the University Emergency Response Team (Incident Command and the Emergency Management Policy Group)

Approve Leave Reports on behalf of VP Finance & Administration for Direct Reports

Edits and updates the departmental website

Distribute List serve emails to the Laurier community as required

Assist with the onboarding of any VPFA office or Internal Audit staff (permanent and student placements)

Handle miscellaneous information enquiries and special requests to the Office of the VP Finance and Administration

Maintains an inventory of supplies, orders new supplies and other necessities as needed

Researches, recommends and implements new technologies for the office

Other duties as assigned

Qualification

Confidential administrative supportMS Office proficiencyOrganizational skillsEvent managementCommunication skillsMinute takingNumeracy skillsDiscretionInterpersonal skillsTeamwork

Required

A minimum 5 years relevant experience, including at least three years experience providing confidential administrative support to senior management

Post-secondary education with a minimum of a bachelors degree

Strong written and verbal communication skills

Excellent computer skills, including superior knowledge of MS Office (Word, Excel, Powerpoint, Outlook)

Demonstrated accuracy and attention to detail

Exceptional, administrative, numeracy, and organizational skills

Proven ability to handle tight timelines and multiple tasks and priorities

Excellent interpersonal and communication skills, demonstrating superior ability to interact effectively, with tact and discretion, with a wide range of university personnel from students to senior executives and external personnel

Ability to deal with confidential matters in a discrete and sensitive manner

Experience scheduling large meetings and events, involving diverse groups and using different methods of communication (i.e. Outlook, Microsoft Teams, Doodle Poll, email, etc.)

Experience taking minutes

Displays a superb level of professionalism in all interactions and forms of communication

Ability to work with minimal supervision, and experience working effectively in a team environment

Preferred

Experience working in a University organization, administration and processes (i.e. Governance and Policies/Procedures), preferably in the Senior Administration area an asset

Experience with and/or openness to adapt to internal software programs (i.e. Sharepoint, Millenium, Shop Laurier, Consigno, Chrome River, Qualtrics, or equivalent system an asset)