Executive Assistant

Closed for Applications

The Executive Assistant provides administrative, organizational and operational support to the Office of the President. The Executive Assistant reports directly to the Director, Office of the President & Secretary to Collegium and President on a wide variety of administrative duties and projects involving the Office of the President and its priorities. The Executive Assistant provides support for projects initiated by the President’s Office and handles questions, concerns, issues and requests on the President’s behalf. The Executive Assistant has recurring contact with members of the Collegium, the Chancellor’s office, senior administrators, University of Toronto officials, faculty, staff, students, alumni, parents and external constituents.

  • Department
    Office of the President — Supervised by: Director, Office of the President & President & Vice-Chancellor
  • Compensation
    $60,000 to $79,000
  • Hours
    35 hours per week
  • How to Apply
    hr.stmikes@utoronto.ca
  • Terms

    UNIVERSITY OF ST. MICHAEL’S COLLEGE
    JOB OPPORTUNITY

    Position Title: Executive Assistant
    Department: Office of the President
    Supervisor Director, Office of the President & President & Vice-Chancellor
    Compensation: 60,000 to 79,000
    Hours: 35 hours per week
    Terms: Full-Time / Some week-end and evening work required
    Posting Date: December 14, 2021
    Closing Date: January 3, 2022
    Apply to: hr.stmikes@utoronto.ca
    Attention: Human Resources
    (please include position title in subject line of email when submitting resume and cover letter)

    POSITION SUMMARY
    The Executive Assistant provides administrative, organizational and operational support to the Office of the President. The Executive Assistant reports directly to the Director, Office of the President & Secretary to Collegium and President on a wide variety of administrative duties and projects involving the Office of the President and its priorities. The Executive Assistant provides support for projects initiated by the President’s Office and handles questions, concerns, issues and requests on the President’s behalf. The Executive Assistant has recurring contact with members of the Collegium, the Chancellor’s office, senior administrators, University of Toronto officials, faculty, staff, students, alumni, parents and external constituents.
    KEY RESPONSIBILITIES

    • Facilitate the day-to-day activities of the Office of the President and perform administrative functions that require thorough knowledge of the University’s policies and procedures.
    • Manage the President’s calendar, travel, engagements and briefings to make the most strategic and efficient use of his time.
    • Primary point of contact and provides assistance to various constituencies wanting to talk directly with the President or seeking interpretation of policies and procedures. Convey key issues, concerns, and information to the Director, Office of the President and President.
    • Responsible for convening and providing agenda preparation, and meeting support (including meeting minutes) for senior administrative meetings and governance meetings as required.
    • Support projects and initiatives of the President and the leadership team.
    • Attend meetings with the President, take appropriate notes, coordinate action items and follow up to coordinate and track progress.
    • Work closely with the Director, Office of the President and President, assisting with research and in the creation of letters, reports, presentations, and summaries of programs and activities.
    • Liaise with all levels of administration, faculty and staff to coordinate and resolve problems and issues related to administrative matters of an internal and external nature.
    • Plan, coordinate and host activities and events for the Office of the President and related offices including University convocation, receptions, events (invitations, seating, food services etc.) in conjunction with other departments.
    • Promote a positive image of the University by receiving visitors, responding to enquiries in person, via telephone or e-mail.
    • Maintain department and governance records
    • Work in consultation with the Director, Office of the President and President on financial and budget matters.
    • Prepare Senior Executive expense reports & BMO statements for the Director, Office of the President, who oversees the approval process. Other responsibilities as assigned.

    QUALIFICATIONS & EXPERIENCE

    • Demonstrated ability to handle complicated issues with tact and diplomacy while exercising discretion and maintaining confidentiality.
    • Strong planning and organizational skills.
    • Excellent oral and written communication skills with the proven ability to work with and build trust across a wide variety of constituencies.
    • Demonstrated skills in supporting and coordinating the creation of written communications, presentations, talking points and other similar materials
    • Proven ability to manage multiple priorities with strict deadlines.
    • Demonstrated ability to work collaboratively, lead, organize, and prioritize in a complex and dynamic setting.
    • Proven ability to work independent of direct supervision and take initiative without specific instructions.
    • Prior experience in higher education preferred.
    • Computer proficiency (Word, Excel and PowerPoint). With the ability to learn and adapt to new technologies.

    EDUCATION

    • Bachelor’s degree and at least five years of experience in a relevant field (administration, project management, or other related field) or an equivalent combination of education, training and experience.

    We thank all applicants for their interest. Only those considered for an interview will be contacted.

    The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

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

    As an employee of the University, you must be fully vaccinated to be able to attend and perform duties on University premises as required, even if some or all of your duties can be performed remotely. To read about our process in reviewing Medical Exemptions please visit this link.