Executive Assistant (Finance and Administration)

Department: Office of the VP Fin. and Admin. 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Manager, Projects & Executive Support, Finance & Administration

Employee Group: CPAG 

Application Deadline: January 16, 2026

Requisition ID: 10488 

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 Manager, Projects & Executive Support, Finance & Administration, the Executive Assistant provides comprehensive administrative support for the operational functions of the Office of the Vice-President, Finance & Administration. This role requires handling highly sensitive and confidential information from internal and external sources with the utmost discretion, diplomacy, and professionalism.

The Executive Assistant is responsible for coordinating and prioritizing daily administrative tasks and ongoing projects that support the VPFA Office. The position involves frequent interaction with a wide range of stakeholders, including senior administrators, faculty, staff, and students. The incumbent operates with a high degree of independence and manages confidential materials such as budget data, governance documentation, and human resources information.

Key responsibilities include managing the Vice-President’s calendar, scheduling complex meetings, maintaining records, preparing agendas and materials, and arranging travel. The Executive Assistant serves as a central resource for governance-related activities, ensuring compliance with Board and Senate by-laws, collective agreements, and University policies. This includes coordinating submissions for Board and Senate committees and supporting policy review and approval processes.

The role demands strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant must be adept at composing and editing high-quality correspondence, reports, and presentations, often under tight timelines and shifting priorities.

This position has a university-wide mandate and is based at the Waterloo Campus, providing subject matter expertise and equitable service delivery across all Laurier locations, including Brantford, Kitchener, and Milton campuses. Building and maintaining strong relationships with internal departments and external partners is essential to the success of this role.

Accountabilities

Executive Administrative Support/Administration

• Serve as the primary point of contact for the Office of the VP Finance & Administration, ensuring professional communication with internal and external stakeholders while maintaining confidentiality.
• Provide courteous and responsive reception for all inquiries (phone, in-person, electronic) and support other multi-campus Finance and Administration leaders as needed.
• Ensure agreements, contracts, and related documents have required approvals prior to VP signature; coordinate signing through wet or electronic methods.
• Maintain organized electronic and hardcopy records, including retention and archiving.
• Process departmental and association membership invoices, manage VP’s expenses, and assist the Manager with office budget oversight.
• Research, compose, and prepare high-quality correspondence and documents.
• Demonstrate ability to prioritize multiple concurrent tasks in a fast-paced environment.

Governance and Policy Management

• Support the Manager in governance processes by coordinating agendas, meeting materials, and submissions for Board of Governors and Senate Committees in collaboration with the Secretariat and VP’s direct reports.
• Confirm attendance for in-camera sessions and ensure compliance with governance requirements.
• In consultation with the VP Finance & Administration, place items on the appropriate Cabinet or Executive Leadership Team agenda or e-circulate for their approval or information in a timely manner.
• Working with the University Secretariat’s Office and the VP’s direct reports for the ongoing review of University Policies and procedures to ensure they are current and identifying policies which are outdated/no longer relevant. Advising and communicating on the approval process for President or Board approved Policies. Compiling and coordinating proper documentation for VP and Cabinet approval, and compiling and providing feedback. Obtaining written approval for any President approved Policies and placing of any policies on the relevant Committee agenda for any Board approved policies.

Meeting, Event and Travel Management

• Manages electronic calendar and complex schedule for the VP with internal and external partners, prioritizing meeting requests and communicating with others to facilitate meeting times;
• Anticipates the needs of and prepares and compiles meeting information, agendas and materials for the VP based on institutional knowledge of weekly calendar requirements;
• Attends committee meetings and takes/prepares meeting minutes, when necessary;
• Assists with co-ordination of on and off campus retreats/workshops, compiling materials and arranging for guest speakers and resource people as required;
• Assists with coordinating special events as required;
• Manage and register any external conference(s) for the VP as required;
• Manages business travel (airfare and ground transportation) and accommodation arrangements for the VP as required;
• Participates in regular departmental management and strategic planning meetings.

Other

• Act as a Scribe to the University Emergency Response Team (Incident Command and the Emergency Management Policy Group);
• Approve Leave Reports on behalf of VP Finance & Administration for Direct Reports;
• Edits and updates the departmental website;
• Distribute List serve emails to the Laurier community as required;
• Assist with the onboarding of any VPFA office or Internal Audit staff (permanent and student placements);
• Handle miscellaneous information enquiries and special requests to the Office of the VP Finance and Administration.
• Maintains an inventory of supplies, orders new supplies and other necessities as needed;
• Researches, recommends and implements new technologies for the office;
• Other duties as assigned

Qualifications

• A minimum 5 years relevant experience, including at least three years experience providing confidential administrative support to senior management;
• Post-secondary education with a minimum of a bachelors degree;
• Strong written and verbal communication skills
• Excellent computer skills, including superior knowledge of MS Office (Word, Excel, Powerpoint, Outlook);
• Demonstrated accuracy and attention to detail;
• Exceptional, administrative, numeracy, and organizational skills;
• Proven ability to handle tight timelines and multiple tasks and priorities;
• Excellent interpersonal and communication skills, demonstrating superior ability to interact effectively, with tact and discretion, with a wide range of university personnel from students to senior executives and external personnel;
• Ability to deal with confidential matters in a discrete and sensitive manner;
• Experience scheduling large meetings and events, involving diverse groups and using different methods of communication (i.e. Outlook, Microsoft Teams, Doodle Poll, email, etc.)
• Experience taking minutes;
• Displays a superb level of professionalism in all interactions and forms of communication;
• Ability to work with minimal supervision, and experience working effectively in a team environment;
• Experience working in a University organization, administration and processes (i.e. Governance and Policies/Procedures), preferably in the Senior Administration area an asset;
• Experience with and/or openness to adapt to internal software programs (i.e. Sharepoint, Millenium, Shop Laurier, Consigno, Chrome River, Qualtrics, or equivalent system an asset).

Hours of Work: This is a full-time, continuing position. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week. This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements. 

Compensation:

Position Grade: EX-E

Rate of Pay: $63,429 to $79,284 annually

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 careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers 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.