Executive AssistantWilfrid Laurier University • Waterloo, Ontario, Canada

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Executive Assistant

Wilfrid Laurier University

Waterloo, Ontario, Canada

Waterloo, Ontario, Canada

Jetzt Bewerben

Über

Department: Student Affairs

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year)

Campus: Waterloo

Reports to: Director, Strategic Operations & Special Projects

Employee Group: CPAG

Application Deadline: March 1, 2026

Requisition ID: 10627

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier's thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

Reporting to the Director, Strategic Operations and Special Projects, the Executive Assistant provides high-level executive administrative support to the Vice President, Student Affairs (VPSA) and Dean of Students (DOS). The Executive Assistant works with highly sensitive and confidential information from internal and external sources and must demonstrate exceptional judgment, discretion, diplomacy, and professionalism. This role is a key resource within the Office of Student Affairs, supporting executive decision-making, coordinating complex schedules and committees, and assisting with administrative and special projects in a fast-paced environment with frequently shifting priorities.

Accountabilities
Executive & Administrative Support

Liaises with internal and external stakeholders to advise the VPSA, DOS and/or Director on operational matters, maintaining strict confidentiality.

Receives special project assignments from the VPSA, DOS and/or Director, prioritizing and executing tasks in alignment with office objectives.

Proactively manages the VPSA and DOS's calendars and meeting logistics, anticipating needs, resolving conflicts, and balancing planned executive support with urgent or reactive requests.

In consultation with the VPSA, DOS and/or Director, prepares for meetings by researching, analyzing, and organizing background materials managing correspondence

Independently handles recurring executive support tasks while consulting on sensitive or high-impact decisions.

Supports VPSA, DOS and/or Director with hiring committees and HR initiatives, ensuring accurate preparation, compliance and confidentiality. Access to confidential information related to labour relations, budget and leadership team priorities.

Committee & Meeting Coordination

Coordinates and provides administrative support for the Student Affairs Leadership Team, committees, and ad hoc working groups that are chaired by VPSA, DOS and Director, including agenda preparation, meeting logistics, attendance, minute-taking, and task tracking.

Drives post-meeting execution by distributing minutes of all meetings, capturing action items, assigning ownership, and proactively following up to ensure timely completion.

Office Operations and Team Coordination

Acts as main contact and oversees front-line reception and communications, ensuring courteous and responsive service for phone, in-person, and electronic inquiries, and directing students to appropriate resources as needed.

Coordinates office-wide administrative activities and meetings, maintains awareness of office dynamics and workflows, and shares insights with leadership to support effective communication, alignment of priorities, and a healthy workplace culture.

Manages business travel and accommodation arrangements for the VPSA and/or DOS.

Manages VPSA, DOS and Director expenses, including budget coding, invoice submission, expense reporting, and purchase card reconciliation.

Maintains office operations, including supply inventory, equipment coordination, and liaison with university departments for maintenance and procurement.

Dean of Students Care Team Support

Facilitates Dean of Students/Care Team student triage and intake processes, clearly distinguishing administrative responsibilities from case-based interventions:

Receives and assesses inquiries or concerns from students, identifying urgency and directing them to the appropriate Dean of Students' team member or campus resource

Ensures clear, two-way communication between front-line reception and back-office staff, promoting timely follow-up while safeguarding confidential information.

Follows established escalation pathways for urgent, high-risk, or sensitive student situations, ensuring immediate support from qualified staff

Leverages campus safety plans to ensure sensitive student crises trigger campus protocols

Projects & Institutional Support

Acts as a key support to the Director on institutional priorities, issues, and special projects related to the VPSA.

Researches, recommends, and implements improvements to administrative processes and office technologies to enhance efficiency and effectiveness.

Qualifications

Postsecondary education with a minimum of a bachelor's degree

3 – 5 years relevant experience, including at least 3 years' experience providing confidential administrative support to senior management

Demonstrated experience working in environments that supportstudent well-being, safety, and crisis response, including exposure to mental health, wellness, conduct, or care-based frameworks.

Experience responding tourgent and sensitive student matters, exercising sound judgment, discretion, and professionalism.

Ability to engage compassionately and effectively with students, families, and campus partners during periods of crisis or distress.

Demonstrated commitment toequity, diversity, inclusion, Indigeneity, and accessibility, consistent with Laurier's values and Student Affairs priorities.

Experience working with diverse student populations and an understanding of systemic barriers affecting student access, belonging, and success.

Strong interpersonal skills with the ability to build respectful, trust-based relationships with students, faculty, staff, senior leaders, and community partners.

Experience supporting initiatives or environments that fosterstudent belonging, engagement, and leadership development.

Ability to navigate sensitive issues with professionalism and empathy while maintaining appropriate boundaries.

Exceptional organizational, time-management, and prioritization skills, with the ability to manage competing demands in a fast-paced executive office.

Demonstrated ability to anticipate executive needs and proactively support the VPSA and DOS strategic and operational priorities.

Strong problem-solving skills and the ability to remain calm, organized, and effective in high-pressure situations.

Advanced proficiency withMicrosoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and experience with electronic records and document management systems.

Excellent skills inminute-taking, briefing note preparation, correspondence, and records management, including handling highly confidential information with discretion.

Experience working acrossmulti-campus or hybrid environments.

Hours of Work

This is a full-time, continuing position. The regular hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required due to periods of high volume. When possible, the manager will adjust hours so that no more than 35 hours are worked in a week.

This role requires daily in person attendance and is not eligible for a flexible work arrangement as per Policy 8.14 (Flexible Work Policy).

Compensation

Level: EX-E

Rate of pay: $63,429 - $79,284

Broad salary ranges include a hiring range ($63,429 - $71,356), a target range ($71,357 - $87,213), and a premium range ($87,214 - $95,142).

When new employees are hired the appropriate base salary is determined using these sub-ranges as a guide while adhering to rules on hiring as defined in our compensation policy. Considerations for new hire salaries include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier's core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at

Should you be interested in learning more about this opportunity, please visit for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.

Waterloo, Ontario, Canada

Sprachkenntnisse

English

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