Administrative Officer### Administrative OfficerApply: Waterloo, Ontario, Canada: Full time: Posted Today: 2026-03710At 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:2026-03710Time Type:Full timeEmployee Group:StaffJob Category:Administrative SupportEmployment Type:PermanentDepartment:Office of the President
- Executive OfficeHiring Range:$87,620.25
- $109,525.32Posting Information:This posting is for an existing vacancy.
The internal posting deadline for this position is *Thursday, November 12 2026,
* at 11:59PM. There is an internal candidate in the department.

Job Description
Primary PurposeThe Administrative Officer reports directly to the Executive Director and is responsible for supporting the day-to-day administrative oversight of the Office of the President (OTP). The Administrative Officer provides support across the OTP portfolio. This portfolio requires professional support in a complex and highly confidential environment. This position supports the President and the Executive Director in planning and co-ordination of administrative operations of the department, including assistance with managing operating accounts, financial reporting, paying invoices and reconciling expense accounts, as well as emerging and ongoing issues management. This position will support and address inquiries and issues from senior administrative leaders, Deans, faculty and staff members, and the public.



This position is responsible for managing logistics, briefing materials, and international travel.Key AccountabilitiesSupport and Leadership* Supports and provides advice and guidance to the OTP and Executive Director
* Provides administrative support with in-depth knowledge and management of a high volume of files and various matters and the overall day-to-day operations of the OTP
* Ensures the effective management of confidential and highly sensitive information
* Serves as a support for various portfolios across campus, to consult and advise on planning, implementation, and evaluation of complex, sensitive or confidential matters, answering or re-directing inquiries as appropriate
* Identifies urgent and emerging issues that require immediate attention and facilitates a resolution, escalating issues that require President and/or Executive Director attention, where necessary
* Maintains a strong knowledge base of university policies, procedures and guidelines, resources, and services, developing and fostering robust and constructive working relationships with senior leadership and administration of the University and often serving as a resource to consult and advise on internal and external information
* Promotes a culture of continuous improvement in terms of efficiency and leveraging systems capacities and new technologies




* Represents the OTP in presidential trip planning meetings with respect to Waterloo International, Advancement, University Relations, and Government Relations initiatives
* Supports the President and Executive Director by overseeing all changes and updates to the internal workflow processes and procedures in the OTP Financial Management* Supports the Executive Director in managing and overseeing the OTP operational budget and monitors allocations in order to make recommendations to work processes and/or resource allocation to meet defined budgets, as needed
* Supports the OTP to ensure the day-to-day financial activities of the office are carried out according to best practices and comply with University policy and procedures
* Supports the OTP by assisting with internal control, monitors all accounts and investigates over expenditures or irregularities
* Reconciles monthly accounts including P-card and the President’s Amex
* Completes and submits travel and expense claims on behalf of the President and Executive Director Administrative & Office Management* Establishes an efficient administrative unit based on best practices
* Manages the day-to-day operations of the OTP
* Ensures the President is prepared for meetings by means of daily briefing folders, briefing notes, and/or other documents and provides advice on approaches to issues
* Manages administration and ensures effective and efficient management of the President’s schedule
* Generates briefing notes for various meetings, follow-up on actions from meetings
* Leads the administrative management of complex calendars of the President and Executive Director
* Books travel on behalf of the President
* Coordinates and organizes meetings that may include multiple internal and ext

📌 Administrative Officer (London)
🏢 Waterloo International
📍 London