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Executive Assistant

Date: July 2015
Reports to (Job Title): Associate Provost, Students
Jobs Reporting (Job Titles): None
Department: Department


Associate Provost, Students


35 hr/wk

Primary Purpose

The Executive Assistant provides strategic advice and support to the Associate Provost, Students (APS).  The Office of the Associate Provost, Students provides leadership to student service units on campus to ensure uWaterloo students are engaged intellectually, culturally and socially, both in and out of the classroom.  Some of the student services units include:  Student Success Office, Housing & Residences, Retail Services, Food Services, the Wellness units (Counselling Services, Health Services).  Also, the APS is the main university connection for the on-campus student government bodies: Federation of Students (FEDS) and Graduate Student Association (GSA).
This position supports the APS through project management, liaising with campus partners, writing and communications, human resource administration and other operating functions.  The Executive Assistant works with the APS to create and ignite a student-focused culture on campus.

Key Accountabilities:

1.  Strategic Planning Support


2.  Project Planning


3.  Administrative Leadership


4.  Human Resources Support


5.  Analytical and Communication Functions

Position Requirements


Completion of a bachelor degree in relevant field.


3 years’ experience supporting an executive level position.  Post-secondary school environment preferred. 
Necessary competencies include: proven strategic and pragmatic thinker, excellent interpersonal skills (including verbal and written communication skills and a proven record of demonstrated tact, judgement and diplomacy), confidence, organization, and the ability to assimilate information and analyse data quickly.  Demonstrated ability to make independent decisions.


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate

Nature and Scope

Interpersonal Skills:

Internally, this position interacts regularly with senior administrators in all academic support departments, including Registrar’s Office, Graduate Studies Office (GSO), Information Systems & Technology (IST), Cooperative Education and Career Action (CECA), Campus Police, Human Resources, and all departments reporting to the APS.  This position will also interact with staff and faculty in the Faculties to ensure it is positioned to support and enhance academic success.  Also, this position interacts with the two student bodies – Federation of Students (FEDS) and the Graduate Student Association (GSA).

Level of Responsibility:

This position is responsible and accountable for all items outlines above.

Decision-Making Authority:

This position has final decision-making authority for all items outlined above.

Physical and Sensory Demands:

Minimal demands typical of a position operating within an office environment.

Working Environment:

 Regular working hours, some evening/weekend work required.