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Added 2 hours ago
EG
Site Superintendent
Executive Group Real Estate & Hotels
Whistler, BC
- $140,000 to $150,000 CAD / year
- Full-time
…completed, roof and window replacement work is underway, and the project is progressing through permitting and planning for a substantial interior redevelopment encompassing guestrooms,…
Added 4 hours ago
VF
Fire Protection Foreman
Vulcan Fire Protection Services Inc.
Montreal, QC · Urban agglomeration of Montreal, QC
- Full-time
…of fire sprinkler systems. The ideal candidate is a strong leader who takes ownership, holds high standards for safety and quality, and is committed to getting the job done right, on time,…
Added 5 hours ago
SE
Senior Specialist, Offer Lifecycle Procurement
Schneider Electric
Calgary, AB · Montreal, QC
- Full-time
We are looking for an Offer Procurement Leader to join our global Digital Energy procurement team in Montréal. You will lead procurement for a global portfolio of strategic offers and…
Added 8 hours ago
Regional Sales Manager, Nuclear
Mattr
Toronto, ON · Vaughan, ON · Etobicoke, ON
Shawflex is the market leader and a trusted brand in the Electrical Infrastructure industry with a wide variety of wire and cable solutions from common to custom. Our business model thrives…
Added 8 hours ago
GD
Customer Service Representative - Contract
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Mont-Royal, QC
- Contract
Reporting to your Team Leader and Supervisor, as a GARAGE/ DYNAMITE Customer Relationship Ambassador, you are the voice of the brand. You are genuine and you care about the people around…
Added 8 hours ago
WW
Industry Advisor-Manufacturing & Distribution
World Wide Technology
Toronto, ON · Greater Toronto Area, Canada
- Full-time
Industry "Voice" for WWT delivery teams during project planning, solution implementation, integration and startup
Added 8 hours ago
C
Assistant Operations Manager
CBRE
Toronto, ON
- Full-time
Coordinate activities with project teams and construction groups to ensure property interests are represented and protected.
Added 9 hours ago
MI
Field Operations Supervisor
Marr Industrial Coatings Inc
Winnipeg, MB
- Full-time
A hands-on leader who understands what it takes to get the job done
Added 9 hours ago
R
Stage - Hiver 2027 - Ingénieur client et Nouveau programme moteur / Internship - Winter 2027 - Customer Engineering & New Engine Program
RTX
Longueuil, QC
- Full-time
Pratt & Whitney Canada (P&WC) est un leader mondial de l’innovation aérospatiale, dont le siège social est situé à Longueuil, au Québec, depuis 1928. Nous concevons et fabriquons des…
Added 12 hours ago
SG
Regional Restaurant Manager
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Chilliwack, BC
- Full-time
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Added 12 hours ago
Winter 2027: Sessional Lecturer: LMP2351H Leadership (0.25FCE)
University of Toronto
Toronto, ON
…motivations, and tendencies are vital for effective leadership, and a leader’s ability to adapt to different teams and environments. Equally as important is to understand how others see you…
Added 13 hours ago
S
Mechanical Engineering Student - Buildings (Winter 2027) – 4-8 Month Term
Stantec
Vancouver, BC
- Full-time
Facilitate and ensure the quality of the project deliverables.
Added 13 hours ago
DL
Coral Project Volunteer
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Southern Gulf Islands, BC
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Added 13 hours ago
KR
CNC Team Lead
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ON · Durham, ON
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This is a custom, high mix, low volume environment, not repetitive production machining. Every project brings different specifications, setups and machining requirements.
Added 13 hours ago
FH
Rooms Supervisor, INSPIRE Participant - 18 Month Contract
Fairmont Hotels & Resorts
Toronto, ON
- Contract
A Property Project provides you with the opportunity to shine, showcasing your skillset, and innovative attributes
Added 14 hours ago
C
Senior Project Manager
CBRE
Victoria, BC
- Full-time
As a CBRE Project Management Sr. Consultant, you will be responsible for providing consulting services to an assigned market or high-profile client accounts to help achieve the company's…
Added 14 hours ago
D
Logistics Manager, North America - Ary, ON, Canada
dsm-firmenich
Ayr, ON
- Full-time
ANH, in the process of separating from dsm-firmenich, is a global leader in animal nutrition and health, as well as vitamins, carotenoids, and aroma ingredients - driven by its strong…
Added 14 hours ago
EC
Future Leaders Program – Management Trainee
Emco Corporation: Plumbing, HVAC, Waterworks, Industrial, Irrigation, Fire Protection
Niagara Falls, ON
- $52,500 CAD / year
- Full-time
Step into problem-solving and project support.
Added 16 hours ago
VS
Development Lead, R&D
VIAVI Solutions
Ottawa, ON
- Full-time
…responders, military, aerospace, and railway. VIAVI is also a leader in light management technologies for 3D sensing, anti-counterfeiting, consumer electronics, industrial, automotive,…
Added 16 hours ago
R
Plant Manager
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Toronto, ON · Greater Toronto Area, Canada
- Full-time
This is an exciting opportunity for an accomplished manufacturing leader who enjoys being close to the operation, developing strong teams, and driving performance in a complex,…
Added 16 hours ago
Technical Publications Manager
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Brantford, ON
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Added 17 hours ago
SA
JR. COST ACCOUNTANT AND MATERIAL DATA COORDINATOR
Sika AG
Oakville, ON
- $55,000 to $60,000 CAD / year
- Full-time
Sika est une société de produits chimiques spécialisés qui occupe une position de leader mondial dans le développement et la production de systèmes et de produits pour le collage,…
Added 18 hours ago
QT
Building Science Lead
QEA Tech
Toronto, ON · Greater Toronto Area, Canada
- Full-time
QEA Tech is seeking a Building Science Lead to play a dual role as a strong technical contributor and team leader within the Building Science team. This is a hands-on position for an…
Added 18 hours ago
W
HSE Specialist
Worley
AB · Edmonton, AB
- Full-time
…consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and decommissioning. Leveraging extensive experience and…
Added 18 hours ago
T
PLM Project Manager – 3DEXPERIENCE
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Montreal, QC
- Full-time
…looking for a structured, collaborative, and results-oriented project leader who can move a complex initiative forward while building strong alignment across…

University of Waterloo

Executive Assistant to the Dean

Waterloo, ON, Canada
B.C. Matthews Hall, Canada

$61,954.88 - $77,443.60 · Full-time

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Job details

Pay: $61,954.88 - $77,443.60
Job type: Full-time
Posting language: English
Posted: Sep 23, 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:

2026-02780

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty of Health - Dean of Health Office - Faculty Relations and Appointments

Hiring Range:

$61,954.88 - $77,443.60

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday October 1st, 2026, at 11:59PM.

Job Description:

Primary Purpose

The Executive Assistant is responsible for maintaining the Dean’s schedule and must be fully aware of the priorities, including travel and speaking engagements, and alert the Dean to potential scheduling conflicts and urgent requests. The incumbent will provide overall administrative assistance to the Dean while maintaining the highest level of accuracy and confidentiality. This position provides support to the Indigenous Knowledge Keeper, with Indigenous initiatives and event planning, and manages a variety of administrative dues for the Faculty of Health.

Key Accountabilities

Administrative Assistance to the Dean

Manages the Dean’s schedule and maintains the Dean’s calendar by prioritizing requested appointments and responding in a logical and timely way, while coordinating with the Dean.
Works closely with the Dean to ensure the Dean is fully briefed and prepared in advance of all internal and external appointments, meetings and calls and is aware of priority matters.
Organizes and prepares paperwork requiring the Dean’s signature and ensures it is accurate, complete, and has been reviewed by relevant members of the Dean’s office management team beforehand.
Maintains the Dean’s files and utmost confidentiality concerning details of the Dean’s discussions and correspondence.
Screens and prioritizes correspondence on behalf of the Dean.
Drafts speaking notes, presentation materials, emails and letters of support; proofreads and composes other written materials as requested.
Fields inquiries to the Dean’s Office and handles complex situations as they arise with speed and discretion, including changes in the Dean’s travel and other schedules, the need for urgent meetings and changes to detailed arrangements involving numerous others.
Acts as front-line representative of the Dean with influential and senior members of the university, business and prospect community and media, from UW and externally; greets visitors to the office and callers with professional courtesy, poise and warmth; understands and employs appropriate protocol with dignitaries and international guests.
Collaborates with the Dean’s Office Staff, UW personnel and visitors to effectively plan and implement events, ensuring that the Dean’s role is appropriately positioned.
Tracks for the Dean committee memberships, events attended, and training received relevant to Dean’s role.
Coordinates schedules to ensure the Dean’s calendar includes sufficient preparatory time for duties such as tenure and promotion, merit and annual budgeting.
Tracks and assists the Dean with meeting deadlines.
Maintains the Dean’s orientation manual and updates it annually.

Practical Placement Agreements and Other Contracts

Ensures legal agreements for academic support units related to student practicum placements are reviewed by the Legal Services prior to obtaining the Dean’s signature.
Works closely with the Executive Officer to ensure that Faculty complies when executing contracts and agreements with external parties.

Committee Support, Projects, and Event Planning

Assist with large-scale events planned in the Dean’s Office; including but not limited to corresponding with attendees, setting up and monitoring online registration, coordinating venue and food services, set-up and dismantling of location and arranging for additional facility support.
Provide administrative support for committees, including committee membership ensuring representation across Health academic units, which may include faculty, staff, graduate, and undergraduate students, and on-going and invited guests.
Schedule and attend meetings, coordinate logistics for rooms and catering and assist with preparing of materials and take minutes.
Update membership information on all platforms including web pages; Microsoft Teams; and Outlook calendar group list.
Maintain records including Terms of Reference, membership dates, agenda and minutes, event planning documents and Advisory Committee reports.
Works collaboratively with the committee as a team member to plan and implement initiatives.
Works closely with the Faculty’s Indigenous Knowledge Keeper and Indigenous Relations office to develop, implement, promote, and evaluate current and new Faculty-wide events that support Indigenous initiatives.
Coordinate with the Communications team to develop and implement promotional materials.
Manages supplier relationships to ensure quality, budget and delivery objectives are met and are in line with UW financial policies and procurement requirements.
Conducts pre-and post-event reports that document registration, attendance, metrics of success (e.g., surveys) for future reference.
Works with the Student Relations Officer to recruit student volunteers.

Office Administration

In the Dean’s Office, recommends and encourages process improvements to enhance the efficiency and streamline procedures; organizes, maintains and recommends updates to virtual and physical filing system for the Faculty.
Provides critical and time sensitive support to team members to ensure excellent service for all key accountabilities of the Dean.
Communicates information on institutional and faculty wide procedures and processes to the academic and academic support units.
Supervises and manages the Dean’s Office Assistant on various tasks performed as part of daily routines, including room bookings.
Responsible for recruitment, conducting performance reviews, coaching, and mentoring of reporting staff member.
Oversees specific projects together with the Dean’s Office Assistant to ensure that space requirements and room bookings are suitable for events involving faculty, staff, student or other requests that may be external to UWaterloo.
Serves as point of contact in the absence of Faculty of Health leadership. And provides reception support to the main office.
All employees of the University are expected to follow University and departmental health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.

Required Qualifications

Education

University degree required. Additional education or training in legal, business administration, communications, events management or public relations is an asset.

Experience

5 years of executive level administrative support required, with focus on calendar management, communications, events and special projects and records management and retention
Demonstrated experience managing the priorities of a senior leader with competing demands, changing priorities and complicated international travel and protocol.
Demonstrated experience coordinating events/meetings and briefing materials for a senior leader.
Demonstrated track record of event management, including planning and project execution with attention to detail.
Demonstrated ability to work effectively and discreetly with confidential or sensitive information.
Must possess strong client service focus and a sensitivity to diversity.
Experience using independent judgement and handling confidential information
Experience in interpreting University of Waterloo policies, procedures and operating requirements

Knowledge/Skills/Abilities

High understanding of confidentiality and the importance of data integrity
Exceptional organizational skills with proven ability to work on multiple projects with competing demands to meet deadlines.
Excellent oral and written communication skills
Demonstrated initiative, sound judgment, tact and diplomacy
Able to work both collaboratively as well as with little to no supervision to undertake a wide range of administrative duties
Proven ability to balance conflicting demands and prioritize tasks effectively
Ability to deal with ambiguity and handle stressful and difficult situations with composure
Strong ability to balance workload under short deadlines and changing priorities in a fast-paced environment
Proficient in Microsoft Office suite of software

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 Executive Assistant manages the Dean's schedule, correspondence, and travel while providing high-level administrative support and maintaining confidentiality. The role also involves coordinating events, supporting Indigenous initiatives, and supervising office staff to ensure efficient faculty operations.

Requirements

Candidates must possess a university degree and at least 5 years of executive-level administrative experience, particularly in calendar and project management. Strong organizational, communication, and interpersonal skills are required to handle complex, sensitive, and fast-paced academic environments.

Skills

Calendar management
Administrative support
Event planning
Records management
Communication skills
Confidentiality
Project execution
Microsoft Office
Data integrity
Organizational skills
Diplomacy
Client service
Budgeting
Policy interpretation
Staff supervision

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
University of Waterloo
Faculty of Health
Calendar Management
Event Planning
Records Management
Administrative Support
Confidentiality
Project Management
Microsoft Office
Stakeholder Relations
Policy Compliance
Indigenous Initiatives
Budgeting
Procurement
Staff Supervision
Performance Management
Data Integrity
Communication
Diplomacy
Higher Education
Academic Administration
Scheduling
Briefing Materials
Legal Agreements

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