Overview

Administrative Assistant Job at University of Waterloo – Waterloo, ON

Overview:
Term: 3 years

Velocity operates at the speed of business to work with founders to build extraordinary companies. Velocity is a unique department at the University of Waterloo as it is directly embedded in the business world and has both internal customers (students and the UWaterloo community) and external customers (founders, investors, alumni, visitors etc).

Velocity Administrative Assistant is one of key roles who is responsible for overseeing and ensuring the efficient operation of day-to-day office procedures and the effective logistical support of the Velocity community. Within these responsibilities facilitation of connections within the Velocity community and supporting the connectivity within the Velocity founder network. The Administrative Assistant not only staffs our reception area as a concierge to everything Velocity and the Rosetta Stone on how to get things done in Velocity for customers and staff; also provides support on strategic assignments with data maintenance. The role requires independent action and decision-making based on their deep and insightful understanding of Velocity as an organization. Administrative support for the Velocity team is a key accountability in the role and the scope of such work can be wide ranging depending on the needs at the time. Particular focus is put toward administration of processes related to Velocity’s fiduciary commitments to founders and stakeholders. This position operates at the Velocity Incubator in downtown Kitchener and is an in-person role.

This role is contingent on funding.

Responsibilities:
Provide Excellent Customer Service Support

Provide excellent customer service support at the Velocity Incubator reception area in a professional manner

Provide information and share knowledge on a wide variety of topics both specific and general

Monitor and respond to inquiries made to the Velocity phone and email account

Escalate inquiries as necessary to the appropriate subject matter expert

Assist with the coordination of meeting requests and meeting rooms

Receive and distribute shipments and mail to Velocity Incubator companies

Assuring coordinate the equitable customer services within Velocity community

Provide effective, efficient administrative execution

Coordinate the intake, onboarding and exit of Velocity companies with tasks including, but not limited to, key requests, desk requests, and company setup

Provide administrative support for Velocity team as required such as making notes in meetings, developing summaries, briefs, and project charters

Responsible for the effective inventory control and procurement of supplies and office equipment; This role works closely with Financial and Business officer for related purchasing and budget management

Establishes and sustains the development of procedures, documentation, and implementation of administrative and operational procedures

Coordinates conference room bookings for various groups of community members, including technical support and maintenance

Maintains positive working relationships with on- and off-campus suppliers to ensure that quality, budget, and delivery objectives are met

Business Data Support

Maintain Velocity databases to ensure that pertinent data is always captured and monitor databases for completeness

Provide support on collection and analysis of the Velocity dataset using Airtable

Manage projects related to administrative operations such as space improvements, process redesign, data harvesting, and workflow optimization

Maintains confidential records

Community and Culture

Assist in developing, implementing and evaluating strategic initiatives to build an activated, connected, and supportive Velocity community knowing that equity, diversity and inclusion amongst its members is

Provide support in designing, planning, and operating Velocity events, both virtual and live

Assure Velocity’s entire footprint reflects our brand, but monitoring cleanliness within the community

Qualifications:
Post-secondary education or equivalent combination of education and experience required

2-4 years of business experience in an administrative role

Passionate about entrepreneurship and innovation

Excellent customer service

Professionalism – able to maintain confidentiality of company information

Demonstrated ability to work positively and collaboratively, build consensus, maintain confidentiality, exhibit sensitivity to the needs and interests of a variety of stakeholders, support the functioning of a diverse team both within the Velocity community and with external partners

Talent for clear and positive communication, with excellent written and oral communication skills coupled with demonstrated superior attention to detail

Strong organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and Excel in a fast-paced environment characterized by changing priorities

Vaccination Requirement Statement:
All employees and students of the University of Waterloo are required to provide proof of being fully vaccinated or have an approved accommodation, in order to come to campus. You can provide proof of vaccination or apply for an accommodation on our Campus Check-in website. For more information, please refer to the University of Waterloo website: Vaccination Requirement.

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

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 Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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 [email protected] or 519-888-4567, ext. 45935.

About the Company

Company: University of Waterloo –

Company Location:  Waterloo, ON

Estimated Salary:

About University of Waterloo -