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Executive Assistant - Waterloo, ON, Canada - University of Waterloo
Description
Executive Assistant Requisition IDDevelopment Programs
Temporary
Full-Time
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.
Provide advice, critical analysis and reporting to the AVP, Development programs and internal/external stakeholders related to the achievement of the AVP's prioritiesAdministrative Support and Coordination
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
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
Serve as project manager for various Campaign related activities as directed by the AVP
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
Assists with the planning and execution of select donor cultivation / stewardship events and Campaign events, as required
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 activitiesEnsure the systems are in place to manage and coordinate scheduling and contact information within and across the various office
Ensure that information related to meetings (pre-meeting and post meetings) and projects are efficiently provided and transferred between the respective offices
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
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
Strong organizational and analytical skills in the gathering and manipulation of data
Proven ability to work independently and effectively manage complex competing priorities while maintaining a high degree of accuracy and quality
Knowledge of the University's policies, procedures and operating requirements, and the academic culture on campus
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+.
however, Canadians and permanent residents will be given priority.The University of Waterloo is committed to accessibility for persons with disabilities. Share on your newsfeed Application FAQs Software Powered by iCIMS
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