Executive Assistant

Howard University • Waterloo, ON

1d

About The Position

The Executive Assistant serves as a trusted strategic and administrative partner to the Vice President & Chief Communications Officer (VP & CCO), providing comprehensive executive support that advances the priorities of the Office of University Communications (OUC) and the University. This highly visible position requires exceptional judgment, discretion, professionalism, and organizational expertise to manage executive operations in a fast-paced, complex environment. The Executive Assistant is responsible for coordinating the VP & CCO's daily operations, managing executive communications, facilitating special projects, supporting budget and administrative processes, and serving as a key liaison with internal and external stakeholders. The incumbent ensures seamless coordination of priorities, maintains efficient workflow management, and supports executive decision-making through research, analysis, and preparation of high-quality materials. The successful candidate must possess strong communication skills, outstanding attention to detail, and the ability to manage multiple competing priorities while maintaining the highest standards of confidentiality.

Requirements

• Bachelor's degree in Communications, Public Relations, Business Administration, Higher Education Administration, Journalism, or a related field.
• OR Equivalent combination of education, training, and experience.
• Relevant professional experience may substitute for education on a year-for-year basis, with 30 college credits equivalent to one year of experience.
• Minimum of five (5) years of progressively responsible executive administrative support experience, preferably supporting senior leaders in higher education, communications, media, government, nonprofit, or similarly complex organizations.
• Experience managing executive calendars, coordinating projects, preparing executive-level communications, and supporting financial and administrative processes.
• Experience working with confidential and sensitive information.
• Ability to work occasional evenings, weekends, and extended hours as business needs require.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to work independently while managing multiple priorities and deadlines.
• Exceptional discretion and ability to handle highly sensitive and confidential information.
• Strong executive presence and professional judgment.
• Excellent verbal, written, and interpersonal communication skills.
• Strong writing, editing, proofreading, and presentation preparation abilities.
• Ability to communicate effectively with diverse stakeholders at all organizational levels.
• Exceptional organizational, planning, and time-management skills.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
• Strong attention to detail and commitment to accuracy.
• Working knowledge of budgeting, procurement, expense reconciliation, and administrative operations.
• Ability to interpret policies, procedures, and financial documentation.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using enterprise systems, collaboration platforms, and project management tools.
• Ability to learn and utilize new technologies and systems effectively.
• Demonstrated ability to establish and maintain productive working relationships with individuals from diverse backgrounds and constituencies.
• Strong customer service orientation and collaborative approach to problem-solving.
• Ability to anticipate needs, identify solutions, and exercise independent judgment.
• Strong analytical and problem-solving skills.
• Ability to thrive in a dynamic, deadline-driven environment.

Nice To Haves

• Experience supporting a chief communications officer, university executive, cabinet-level leader, or comparable senior level executive.
• Experience in a higher education, public affairs/communications, media, nonprofit or governmental organization.
• Experience coordinating events, office operations, and executive communications.

Responsibilities

• Manage and coordinate the VP & CCO's complex calendar, scheduling priorities, meetings, appointments, and special events.
• Serve as the primary administrative liaison for the VP & CCO, ensuring timely follow-up on requests, correspondence, and action items in support of the Office of the University president, Cabinet, academic leadership and OUC office wide priorities.
• Coordinate internal and external communications on behalf of the VP & CCO, including drafting correspondence, memoranda, reports, briefing materials, presentations, and meeting summaries.
• Screen, prioritize, and manage incoming communications and requests, exercising sound judgment in determining appropriate responses and escalation.
• Prepare executive briefing materials, agendas, background information, and presentations for meetings, events, and speaking engagements.
• Maintain confidential files, records, and sensitive information in accordance with University policies and professional standards.
• Support strategic initiatives and special projects led by the VP & CCO by coordinating timelines, deliverables, meetings, and stakeholder engagement.
• Monitor project progress and ensure timely completion of assignments and follow-up actions.
• Assist in gathering, analyzing, and organizing information to support executive decision-making and operational planning.
• Coordinate logistics for departmental meetings, retreats, leadership briefings, and special events.
• Maintain and improve administrative processes and workflows that enhance operational efficiency across the Office.
• Support financial administration activities for the VP & CCO, including purchase requisitions, expense reconciliation, procurement requests, travel documentation, reimbursements, and invoice processing.
• Monitor purchasing card and travel card transactions and ensure compliance with University policies and procedures.
• Assist with budget tracking, financial reporting, contract reviews and approvals, and administrative recordkeeping in partnership with the Office Manager and relevant University departments.
• Coordinate vendor relationships and administrative service requests as needed.
• Assist with event coordination and communications-related activities.
• Coordinate scheduling and logistics involving media interviews, executive appearances, stakeholder meetings, and external engagements for the VP & CCO.
• Collaborate with academic and administrative units across the University to facilitate communications initiatives and executive priorities.
• Coordinate all travel arrangements for the VP & CCO, including transportation, lodging, itineraries, registrations, and expense documentation.
• Prepare comprehensive travel packets and briefing materials.
• Support planning and execution of University events, leadership meetings, conferences, and special engagements involving the VP & CCO.
• Perform additional duties and special projects as assigned in support of the mission and objectives of the Office of University Communications and Howard University.

Benefits

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

What This Job Offers

• Job Type: Full-time
• Career Level: Executive