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Added 29 mins ago
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University of Waterloo

Administrative Officer

Waterloo, ON, Canada
Ira G. Needles Hall, Canada

$87,620.25 - $109,525.32 · Full-time

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Job details

Pay: $87,620.25 - $109,525.32
Job type: Full-time
Posting language: English
Posted: Nov 4, 2026

Original job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID:

2026-03710

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Office of the President - Executive Office

Hiring Range:

$87,620.25 - $109,525.32

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, November 12 2026, at 11:59PM.
There is an internal candidate in the department.

Job Description:

Primary Purpose

The Administrative Officer reports directly to the Executive Director and is responsible for supporting the day-to-day administrative oversight of the Office of the President (OTP). The Administrative Officer provides support across the OTP portfolio. This portfolio requires professional support in a complex and highly confidential environment. This position supports the President and the Executive Director in planning and co-ordination of administrative operations of the department, including assistance with managing operating accounts, financial reporting, paying invoices and reconciling expense accounts, as well as emerging and ongoing issues management. This position will support and address inquiries and issues from senior administrative leaders, Deans, faculty and staff members, and the public. This position is responsible for managing logistics, briefing materials, and international travel.

Key Accountabilities

Support and Leadership

Supports and provides advice and guidance to the OTP and Executive Director
Provides administrative support with in-depth knowledge and management of a high volume of files and various matters and the overall day-to-day operations of the OTP
Ensures the effective management of confidential and highly sensitive information
Serves as a support for various portfolios across campus, to consult and advise on planning, implementation, and evaluation of complex, sensitive or confidential matters, answering or re-directing inquiries as appropriate
Identifies urgent and emerging issues that require immediate attention and facilitates a resolution, escalating issues that require President and/or Executive Director attention, where necessary
Maintains a strong knowledge base of university policies, procedures and guidelines, resources, and services, developing and fostering strong and constructive working relationships with senior leadership and administration of the University and often serving as a resource to consult and advise on internal and external information
Promotes a culture of continuous improvement in terms of efficiency and leveraging systems capacities and new technologies
Represents the OTP in presidential trip planning meetings with respect to Waterloo International, Advancement, University Relations, and Government Relations initiatives
Supports the President and Executive Director by overseeing all changes and updates to the internal workflow processes and procedures in the OTP

Financial Management

Supports the Executive Director in managing and overseeing the OTP operational budget and monitors allocations in order to make recommendations to work processes and/or resource allocation to meet defined budgets, as needed
Supports the OTP to ensure the day-to-day financial activities of the office are carried out according to best practices and comply with University policy and procedures
Supports the OTP by assisting with internal control, monitors all accounts and investigates over expenditures or irregularities
Reconciles monthly accounts including P-card and the President’s Amex
Completes and submits travel and expense claims on behalf of the President and Executive Director

Administrative & Office Management

Establishes an efficient administrative unit based on best practices
Manages the day-to-day operations of the OTP
Ensures the President is prepared for meetings by means of daily briefing folders, briefing notes, and/or other documents and provides advice on approaches to issues
Manages administration and ensures effective and efficient management of the President’s schedule
Generates briefing notes for various meetings, follow-up on actions from meetings
Leads the administrative management of complex calendars of the President and Executive Director
Books travel on behalf of the President
Coordinates and organizes meetings that may include multiple internal and external stakeholders and ensures that meetings are prioritized and scheduled based on time sensitivity and importance
Provides relationship management and administrative co-ordination for OTP including preparation of reports, and agendas
Assesses filing systems and processes to ensure efficiency and effectiveness and proposes and implements changes where necessary and desirable
A resource for informed decision-making and creative problem-solving
Responsible for records and information management with the OTP office in accordance with University records management and retention policies guidelines and legislated requirements
Develops spreadsheets, reports and other tracking materials as required. The highest level of accuracy is required
Assists the OTP and Executive Director in the development of its annual objectives
Provides leadership and direction to administrative, communications and events staff, fostering constructive working relationships, setting effective team agendas, and ensuring performance goals are set and achieved
Serve as a resource to consult and advise on planning, implementation, and evaluation of complex, sensitive or highly confidential initiatives, special projects, events, or emerging issues
Conduct, direct, design, and implement administrative systems and structure including work processes and procedures
Recommend changes/improvements and follow through to implementation of all technical and service matters for the physical office
Manage office restructuring and moves with deliberate planning, attention to detail and coordination ensuring smooth transitions and uninterrupted workflows, including all space management requirements and renovation projects
Leverage extensive contacts and relationships across campus to solve problems, gather data and ensure administrative initiatives are successful

Communications/Event Management

Provides leadership and direction and coordinates with the other executive communications members daily to support the President’s agenda and communications needs with respect to remarks, messages, videos, website, and social media.
Serves as a resource and ensures the coordination and organization of all functions hosted by the President
Provides advice to the President’s team on ideas/strategies for various stewardship, faculty, staff, and student relations and how to work with other units to create events and profile opportunities for the university and the President
Ensures all arrangements are in place, troubleshoots when required and ensures the President has all necessary information for events sponsored by the President
Provides leadership on all events initiated by the President and is responsible for managing and delegating the various activities to ensure a successful event

Required Qualifications

Education

University undergraduate degree preferred, or equivalent combination of education and experience including several years of increasing responsibilities and administrative experience and leadership

Experience

Extensive experience (7 to 10 years) supporting and advancing the priorities of a C-suite office, including executive administration, strategic coordination, and project management to enable effective decision-making and organizational success.
Experience with process and project development with an eye to continuous improvement after implementation.
Strong organizational and analytical skills in the gathering and manipulation of data.
Ability to quickly assimilate information, analyze data and be able to provide advice guidance and make sound decisions
Must demonstrate outstanding leadership and management skills and be an accomplished problem solver, demonstrating the ability to make independent decisions
Advanced knowledge of and experience interpreting University policies, procedures and guidelines
Sound judgment and diplomacy are essential
Strong technical aptitude and proficiency in a Microsoft Office Environment

Knowledge/Skills/Abilities

Strong project management skills and demonstrated ability to manage a large number of matters, conflicting priorities, and competing deadlines

Outstanding organizational, analytical, and problem-solving skills, exceptional time-management skills, and meticulous attention to detail

Verbal and written communication skills to clearly express ideas in an objective and discretionary manner

Demonstrate competency and ability to take initiative, to work independently, and follow through on work assignments within tight timeframes

Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents.
Collaborative team player comfortable executing and taking constructive input from multiple sources

High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion

Reflect a positive attitude by engaging, listening, and seeking to understand the needs of all stakeholders

Proven ability to deescalate challenging situations effectively when dealing with the public

Demonstrate flexibility and adapt readily and effectively to changing and urgent demands

Equity Statement

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 coordinated 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+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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.

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More about this job

Responsibilities

The Administrative Officer provides high-level administrative oversight and support to the Office of the President, including financial management, travel coordination, and briefing material preparation. They also lead administrative operations, manage complex calendars, and facilitate communication across various university departments and external stakeholders.

Requirements

Candidates should possess an undergraduate degree and 7 to 10 years of extensive experience in C-suite executive administration. Strong analytical, leadership, and problem-solving skills are required, along with advanced proficiency in Microsoft Office and university policy interpretation.

Skills

Administrative support
Project management
Financial management
Budgeting
Executive support
Strategic coordination
Records management
Relationship management
Problem solving
Data analysis
Microsoft Office
Communication
Leadership
Event management
Policy interpretation
Time management

Visa sponsorship

Not detected in the job text

Keywords

Administrative Officer
Office of the President
Executive Administration
Financial Reporting
Budget Oversight
Project Management
Records Management
Strategic Coordination
Stakeholder Management
Event Planning
Policy Compliance
Microsoft Office
Data Analysis
Logistics
University Administration
Confidentiality
Continuous Improvement
Space Management
Briefing Notes
Expense Reconciliation

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