Administrative Assistant

at University of Waterloo, Waterloo, Canada

Listed on EduAtlas: live school vacancies from schools’ own careers pages and public job services. Apply on uwaterloo.wd3.myworkdayjobs.com. 6 similar posts in Canada.

Salary: Not given in the advert
Closing date: Open until filled
Start: Not given in the advert
Type of post: Administration and business
A support post, not a teaching post.
First seen: 4 November 2026, on a public job listing

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The advert

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:

2026-03486

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Temporary

Department:

Secretariat - Associate University Secretary

Hiring Range:

$56,494.16 - $70,617.70

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, November 12 at 11:59PM.

Term: 1 year. This position is being offered as a Secondment or contract opportunity.

Job Description:

Primary Purpose

The Administrative Assistant provides comprehensive administrative and operational support to senior leaders in the Secretariat. The role ensures coordinated office operations, sound financial administration, and consistent application of institutional policies and procedures. By providing continuity, organization, and administrative stewardship, the position supports the ability of senior leaders and their teams to focus on institutional priorities, governance responsibilities, and strategic initiatives.

Key Accountabilities

Administrative and Operational Coordination

• Coordinates day-to-day administrative operations to support the effective functioning of the the Secretariat.

• Manages the calendars and scheduling of governance-related meetings in the Secretariat, prioritizing and coordinating meetings, governance-related commitments, and other responsibilities.

• Coordinates meetings and events, including logistics, space requirements, materials, and follow-up actions as required.

• Participates in team meetings, committee meetings, and ad hoc meetings as required, documenting discussions and following up on action items.

• Ensures timely flow, organization, and retention of administrative information and records in accordance with office and University policies.

• Coordinates with campus partners on administrative activities including establishing and maintaining agreements, contracts, requests and correspondence, space, access, relocations, renovations, and moves.

• Serves as a primary administrative resource for office policies, processes and procedures, providing guidance and support related to general administration and use of institutional systems.

• Supports Associate University Secretaries in onboarding new member coordination, and facilitating access to University systems, as required.

• Maintains oversight of office equipment maintenance and technology inventory.

• Provides technical support for virtual, hybrid, and in-person meetings, including preparing and testing virtual meeting platforms and room technology, and setting up meeting rooms to support effective hybrid participation.

• Troubleshoots meeting technology and coordinates technical support as required.Acts as the health and safety coordinator for the units.

• Provides support for projects and initiatives through tracking tasks, timelines, and deliverables.

• Assists with the preparation, distribution, and retention of meeting materials, agendas, and supporting documentation as required.

Financial Administration

• Conducts purchasing to support office needs and maintains appropriate inventory levels for supplies and equipment.

About University of Waterloo

Type: University