Position: Administrative Assistant
Salary range: $48,000-$53,000 per year
Benefits: Competitive health and dental package and optional RSP match program
Reports to: Administrative Manager, BSIA
Contract Term: One-year contract
The Balsillie School of International Affairs (BSIA) is an institute for advanced research, education, and outreach in the fields of global governance and international public policy. Founded in 2007 by philanthropist Jim Balsillie, the BSIA is an equal collaboration among the Centre for International Governance Innovation (CIGI), the University of Waterloo (UW), and Wilfrid Laurier University (Laurier). Home to approximately 100 graduate students, the School offers three programs through its partner institutions: a PhD in Global Governance, a Master of International Public Policy and a Master of Arts in Global Governance.
The BSIA has grown significantly since its inception, doubling its enrollment, adding a journal (the Balsillie Papers) and a certificate-based professional suite of online courses (Balsillie Executive Institute) to its portfolio, and offering 75+ public events at the School each year. To continue to build on its momentum, the BSIA is seeking an Administrative Assistant to join its team.
The Administrative Assistant will be joining a small but mighty team, where each day looks a little different than the last, which keeps things interesting. The Assistant will support all administrative aspects of the newly launched Balsillie Executive Institute (BEI), which offers professional certificate-based short courses throughout the year. These courses have a duration of between four and 10 days, and are currently offered online, with plans to also offer in-person options. This position will also provide confidential administrative support to the BSIA Director, ensuring efficiency and professionalism in everything they do. The Director of the BSIA attends or speaks at multiple meetings/conferences every week, and travels several times a month on behalf of the BEI and the BSIA. The Administrative Assistant will need to stay on top of all requests and prioritize demands when booking engagements. The Administrative Assistant will also support the general needs of the School, as required.
This position interacts daily with faculty, postdoctoral fellows, graduate students, senior staff members and members of our partners’ communities. This is a hybrid position, with four days per week in-person at the School, and one day per week working from home.
- Acts as the main point of contact for the BEI, updating the BEI website and MYLS course pages, responding to questions about the programs/payments, producing certificates, and supporting instructors as needed
- Manages the Director’s schedule, including booking in-person/virtual meetings and speaking engagements, greeting guests, and arranging refreshments as needed
- Coordinates Director’s travel arrangements and organizes expense reimbursements
- Assists with arrangements and set-up/tear-down for receptions, conferences, and other events held at the School
- Helps find open source photos for the BSIA event pages and weekly Bulletin newsletter
- Maintains the internal BSIA Community Board and adds weekly APSIA job postings
- Serves as secretary for staff meetings and monthly BSIA Council meetings, including preparation and circulation of the agenda and minute-taking
- Reviews and filters incoming email and telephone inquiries for the BSIA, handling or redirecting correspondence as appropriate, bringing matters of priority to the attention of the Director and/or others on the administrative team
- Performs general office duties including sorting the mail, ordering office supplies, coordinating newspaper subscriptions, and creating business cards for staff, faculty and students
- Supports the BSIA and BEI social media accounts, as needed
- Other duties as assigned.
- Undergraduate degree and experience providing a full range of administrative support services
- Experience with Zoom or other online meeting platforms
- Discretion, good judgment, and excellent communication skills
- Proven ability to handle multiple tasks, prioritize workload, and manage frequent interruptions with a high level of professionalism
- Ability to be resourceful and proactive when issues arise
- Demonstrated ability to work independently and take initiative
- Demonstrated expertise with Microsoft Office and Adobe suite of products
- Experience maintaining web pages, using Canva, or working within a post-secondary environment would be considered assets.
We encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), 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 Balsillie School is committed to accessibility for persons with disabilities. If you have any application or interview accommodation requests, please contact firstname.lastname@example.org.
If this position interests you, we encourage you to submit a cover letter and resume to the attention of Tiffany Bradley at email@example.com by Monday, May 8, 2023.