Date: Jul 15, 2025
Location: Waterloo, CA
Company: Wilfrid Laurier University
Department: Human Resources
Job Type: Limited Term
Full-time/Part-time: Full Time (=1249 hrs/year)
Campus: Waterloo
Reports to: Chief Human Resources and Equity Officer
Employee Group: CPAG
Application Deadline: July 21 2025
Requisition ID: 10081
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.
Position Summary
As Human Resources’ first point of contact and as the executive assistant to the Chief HR and Equity Officer, the Executive Assistant plays an important role in Laurier’s Human Resources Department. The HR Department supports the following core services: employee relations and advising; recruitment and selection; talent and organizational development; employment equity and accessibility; compensation, payroll, pension and benefits; employee health and wellness; human resources systems and reporting.
The Executive Assistant coordinates and supports the administrative aspects of Laurier’s human resources department including front line client service, management of the Temporary Floater Pool, generation and dissemination of key HR reports, office supply ordering, website updates and general communications, event support, and other administrative responsibilities.
The incumbent will provide executive administrative support to the Chief Human Resources and Equity Officer, including calendar management, meeting planning and scheduling, reviewing and processing expense reports, and some general budget administration including purchase order and payment processing.
Accountabilities
Front-Line Client Service:
First point of contact for phone and in-person inquiries and visitors to HR; consistently providing client-focused service
Responsible for managing the Human Resources email inbox, responds to emails daily and in a timely and effective manner in accordance with service standards, and refers inquiries to appropriate HR team member as required
Answers general questions from employees, retirees or candidates, and forwards more complex requests to appropriate HR team member when required
Directs hiring panels to Human Resources interview spaces and gives the panel any materials, as provided by the Talent Acquisition team.
Greets candidates for interviews booked in the Human Resources interview spaces.
Staffing Support:
Coordinates meeting material for review by the Position Review Committee and confirms final approval to recruit for the listed positions to HR Consultants. This will initiate the flow for the Talent Acquisition Specialists to have the ability to post.
May be required to assist with interview scheduling and documentation during peak periods.
Creates updates and maintains staff changes database and report on a bi-weekly basis in accordance with collective agreement deadlines. Prepares report to share with specified internal stakeholders, and ensures the accuracy of the report details, which are relied upon by other departments.
Maintains and manages a diverse temporary pool with sufficient talent pipelines to respond to hiring manager requests for temporary placements. Utilizes the applicant tracking system to manage a talent pipeline of available talent, and assist in the onboarding for temporary placements.
Coordinates the Probationary/Trial Period Review process for staff and managers, including running the PEAREVW report to identify the upcoming probationary/trial periods tracking that the reviews are received, notifying HR Consultants when they have not been submitted, and uploading successful reviews to the employee electronic files on a daily basis.
Executive Support:
Manages the calendar of the Chief Human Resources and Equity Officer/AVP: Human Resources to anticipate and proactively address any scheduling conflicts.
Responds to meeting requests, and co-ordinates with other departments to facilitate meeting times based on priority.
Provides administrative support as needed to assist the CHREO/AVP:HR in preparing reports, presentations, etc.
Ensures all regular occurring meetings are scheduled in CHREO’s/AVP: HR calendar including Board, Board Committees, Senate, internal HR meetings, etc.
Collates and prepares expense reports and P-card statements monthly for the Chief Human Resources and Equity Officer’s signature and for processing through Financial Resources.
Ensures P-card statements are reconciled and submitted monthly in accordance with deadlines
Provides administrative support for the monthly HR Leadership Communication Meeting and other meetings chaired by the Chief Human Resources and Equity Officer including room bookings (if needed), agenda and media preparation, catering orders, technical support coordination with ICT and email communication to leadership group
Other special projects and administrative support as required
General Administrative Support for HR Department:
Prepares monthly PEAREVW report and sends to appropriate HR team members
Manages all booking requests for HR Training Space R223
Provides general office management, orders office supplies, sorts/delivers departmental mail, books rooms for meetings and provides departmental administrative support as required
Initiates work orders as needed to ensure all departmental printers and equipment are functioning including placing work orders, ordering toner etc. as required
Maintains and manages updates with the guidance of each department to the internal HR website pages on Connect to ensure they are relevant and up to date
Sends out benefits forms to employees and retirees upon request
Supports the employee name change and gender change process as outlined by HR procedure.
As the Auxiliary Health and Safety Rep and Fire Warden for HR, conducts the monthly workplace inspection and uploads results to PERVIDI.
Provides other general administrative support to the department as required
Qualifications
High School diploma plus 1-year post-secondary education
Minimum of 2 years’ related experience in an administrative support role with responsibility for front-line service
Experience working within a Human Resources department is considered an asset but not a requirement
Strong customer service and interpersonal skills with the ability to support a diverse range of clients
Strong oral and written communication skills
Demonstrated ability to work effectively in diverse team environments requiring collaboration and communication
Demonstrated ability to manage and prioritize multiple tasks/projects with excellent attention to detail
Ability to use discretion and work with confidential information in a sensitive manner
Proficient in MS Office – Word, Excel, PowerPoint, Database/Information System
Hours of Work
This is a Full-time, Limited-term opportunity with an anticipated end date of July 21, 2026. The normal hours of work are 8:30am to 4:30pm, Monday to Friday.
This role requires daily in person attendance and is not eligible for a flexible work arrangement as per Policy 8.14 (Flexible Work Policy).
Compensation
$62,677 to $70,000.
When new employees are hired the appropriate base salary is determined using these sub-ranges as a guide while adhering to rules on hiring as defined in our compensation policy. 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.
Job Segment: Payroll, Administrative Assistant, Recruiting, Event Planning, Office Manager, Finance, Administrative, Human Resources, Hospitality
Read more
