11838 - Executive Assistant

Department
Development Programs
Employment Type
Temporary
Time Type
Full-Time
Hiring Range
$54,119 - $67,649
Job Category
Advancement

Term - 1 year

Reporting to the Associate Vice-President (AVP), Development Programs, the Executive Assistant (EA) provides confidential executive support and project coordination towards the priorities of the AVP, including Campaign, the Faculty relationships, and the Major Gifts Programs, and Integrated Planning. The EA is expected to have an excellent understanding of priorities and issues affecting the efforts of these teams and the Advancement strategies of the President, VP Advancement and AVP Development Programs respectively.

Advisory

• Provide advice, critical analysis and reporting to the AVP, Development programs and internal/external stakeholders related to the achievement of the AVP’s priorities
• Facilitate the work of the Development Programs portfolio by identifying linkages, emerging issues and opportunities within the portfolio and the systems/processes/programs that support the priorities of the AVP

Administrative Support and Coordination

• Acts as the first point of contact for the AVP, responding to inquiries, redirecting and/or forwarding issues to the AVP where appropriate. Coordinates the complex schedule of the AVP and all meeting and travel arrangements; manages all incoming and outgoing mail (including email) much involving sensitive and confidential issues
• Drafting, designing and preparing daily correspondence, presentations and reports for distribution, analysis and departmental use
• Provides administrative support for the Campaign Cabinet meetings, as well as other meetings of the AVP, including scheduling, following up on action items, developing agendas, arranging catering and the production and distribution of minutes and required materials
• Prepares the AVP, VP, Advancement and President for meetings and events with briefing material
• Organizes and manages the AVP’s network of contacts (alumni, donors, volunteers, suppliers, faculty members etc)
• Implements administrative systems and structure for the AVP, including work processes and procedures
• Responsible for records and financial information management within the AVP team in accordance with University records management and retention policies, guidelines and legislated requirements
• Maintain a variety of Campaign, Volunteer, and Fundraising reports
• Serve as project manager for various Campaign related activities as directed by the AVP
• Liaise and collaborate with Advancement and UR colleagues on Campaign related events and communications, as required

• Track project and advancement deliverables (reports, filing etc) ensuring deadlines are communicated and met

• Provide administrative support to the Director, Development and other senior members of the Development Programs team for special projects or as required, as confirmed by the AVP

• Drafts gift agreements for Development Programs and Principal Giving team, seeking input and liaising with colleagues as needed and coordinating until document is signed off by all parties.

• Assists with the planning and execution of select donor cultivation / stewardship events and Campaign events, as required

Offices of the President and VP, Advancement

• The success of Major and Principal Gifts at the University of Waterloo is contingent upon great working relationships and effective/efficient information flow between the offices of the President, VP Advancement, Advancement units, Faculties and ASUs. The Executive Assistant plays a critical role in liaising with the respective office staff and ensuring timely information flow on matters of importance to Advancement activities
• Responsibilities include:
  • Develop highly effective, trust-based relationships with staff in the offices of the President and VP Advancement
  • Ensure the systems are in place to manage and coordinate scheduling and contact information within and across the various office
  • Establish and develop protocols to facilitate efficient and secure information flow
  • Ensure that information related to meetings (pre-meeting and post meetings) and projects are efficiently provided and transferred between the respective offices

University Relations

• Work closely/effectively with the Advancement Communications team to ensure compliance with university approved communications plans
• Monitor and inform the AVP about functions internal/external to the University that require the input and/or involvement of the Development Programs portfolio
• Ensure that all events attended by the AVP are coordinated with other Executive Assistants at the university and maximize donor development opportunities

International Administration

• Organize the AVP’s international travel plans and organizes and books meetings in discussion with AVP’s direct reports and other institutional stakeholders
• Liaise with international Campaign volunteers, as required

Relationship Management

• Develop and maintain effective relationships with key internal departments and units within the Office of Advancement and across campus
• Develop and maintain effective relationships with key stakeholders including but not limited to: Campaign volunteers, Major and Principal Gifts donors, Board of Governors, President’s Office staff, Faculty members and Deans, Faculty Directors of Advancement, Advancement colleagues, alumni volunteers, students, regional, national and international business, academic and related advancement stakeholder Communities

• A university degree in business administration, communication, or finance fields preferred or equivalent education and/or experience
• At least 8 years of professional experience providing administrative, business process and financial assistance to a senior role of a similar institution or corporation

• Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents.

• Demonstrated ability to work independently, with ambiguity and thrive in a fast-paced, entrepreneurial environment

• Strong organizational and analytical skills in the gathering and manipulation of data

• Superior technological skills along with excellent organizational skills and ability to manage complex detailed work

• Strong initiative, proactive and highly resourceful.

• Superb organizational skills with a demonstrated ability to effectively set priorities, identify problems, and recommend appropriate solutions.

• Demonstrated experience performing research and preparing briefs and summaries

• Proven ability to work independently and effectively manage complex competing priorities while maintaining a high degree of accuracy and quality

• Superior attention to detail

• Collaborative team player comfortable executing and taking constructive input from multiple sources

• High level of maturity and empathy; highly developed interpersonal and influencing capabilities

• Knowledge of the University’s policies, procedures and operating requirements, and the academic culture on campus

• Familiarity with University governance systems

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

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 Inuk (Inuit), 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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.