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Kitchener

    Administrative Assistant - Waterloo, Canada - University of Waterloo

    University of Waterloo
    University of Waterloo Waterloo, Canada

    3 weeks ago

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    Description

    Overview

    Term: 1 Year

    The Administrative Assistant, reporting to the Associate Director, Research Strategic Initiatives, is responsible for providing organizational, secretarial, and administrative support to the Associate Vice Presidents (AVPs) and the Research Strategic Initiatives team in the Office of Research (OR) and the Office of the VPRI. This role involves managing daily schedules, arranging meetings, handling travel arrangements, and offering overall administrative and executive assistance in line with the AVPs' areas of responsibility.

    Responsibilities

    • Works closely with the Administrative Assistant, Strategic Initiatives, the Executive Assistant to the Vice President Research and International, and the rest of the administration team to provide efficient support to the leadership of the Office of Research
    • Is fully cross-trained on key duties of office staff to ensure seamless service during absences
    • Manages AVP schedules, organizes meetings, and represents the AVPs professionally in all interactions
    • Coordinates travel, prepares meeting materials, and facilitates event logistics
    • Researches and prepares documents, interacts with senior management, and responds to inquiries promptly and professionally
    • Hosts meetings, assists with event preparation, and provides support to enhance service excellence

    Qualifications

    • University degree or equivalent administrative education and experience
    • 3-5 years of administrative experience, preferably in an academic setting
    • Proven ability in managing executive schedules and handling confidential matters
    • Strong communication skills and attention to detail
    • Experience in agenda planning, report drafting, and minute recording
    • Outstanding organizational and problem-solving skills
    • Proficiency in Microsoft Office and ability to work collaboratively with diverse teams
    • Knowledge of university systems and procedures is advantageous
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