Executive Assistant | Office of the Principal

Closed for Applications

The Executive Assistant provides administrative support to the Principal & Vice-President, Director of the Office of the Principal, and staff members of the Office of the Principal & Vice President. The incumbent helps to advance St. Michael’s Catholic university mission.

  • Department
    Office of the Principal — Supervised by: Principal
  • Compensation
    $1020 per week
  • Hours
    35 hours per week
  • How to Apply
    usmc.principalsoffice@utoronto.ca
  • Terms

    UNIVERSITY OF ST. MICHAEL’S COLLEGE
    JOB OPPORTUNITY

    Position Title: Executive Assistant | Office of the Principal
    Office: Office of the Principal
    Supervisor Principal
    Hours: 35 hours per week
    Compensation: $1020 per week
    Terms: 2-3 month contract
    Posting Date: October 17, 2022
    Closing Date: October 24, 2022
    Apply to: usmc.principalsoffice@utoronto.ca

    PROFILE

    The Executive Assistant provides administrative support to the Principal & Vice-President, Director of the Office of the Principal, and staff and faculty members at the Office of the Principal & Vice President. The incumbent helps to advance St. Michael’s Catholic university mission.

    POSITION SUMMARY

    Reporting directly to the Principal and Director, Office of the Principal & Vice President, the Executive Assistant provides advanced professional administrative support for the Office. The executive assistant functions with hospitality, organizational acumen, efficiency, diplomacy and judgment while handling multiple priorities and addressing complex tasks and issues. The incumbent will perform complex clerical and administrative duties in support of the Principal and Director and work with highly sensitive and confidential information with a high degree of integrity and judgment. The Executive Assistant works under minimal supervision and with strong leadership skills.

    DUTIES & RESPONSIBILITIES

    • Provides a bridge for smooth communication between the Office of the Principal and internal divisions demonstrating leadership to maintain credibility, trust and support with faculty, staff and students.
    • Assists the Principal and Director with research and in the creation of letters, reports, presentations, and summaries of programs and activities.
    • Screens calls and on-site inquiries concerning department management, answers inquiries or refers to appropriate staff.
    • Maintains the Principal’s appointment schedule for various meetings and events.
    • Works closely and effectively with the Principal and Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
    • 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
    • Provide back up to the Program Administrator by performing administrative functions for the College Programs including interpreting and implementing policies and procedures.
    • Participate in projects as directed by the Principal and/or Director.
    • Support student activities sponsored by the Principal’s Office, related, for instance, to SMC One Seminars.
    • Assist preparations for Convocation by coordinating logistics.
    • Update the Office database/website, maintain Office Listserv and web events calendar.
    • Coordinate meetings and visits, including coordinating logistics for events (booking venue, audio-visual, catering, arrange accommodation for guests, etc.)
    • Arrange financial reimbursements requested by the Principal and the Director.
    • Collect documentation and data, and mail for the Office of the Principal.
    • Maintain staff and faculty employment files.
    • Order office supplies and maintain inventory of equipment and keys.
    • Other duties as directed.

    QUALIFICATIONS
    • University degree or acceptable equivalent combination of education and experience
    • Minimum of 1-2 years of administrative support preferably in an academic setting
    • Experience in with computer applications, including Microsoft Office and Adobe applications
    • Experience in maintaining, filing and processing financial statements
    • Excellent attention to detail
    • Excellent written and oral communication skills
    • Excellent interpersonal skills exercising professionalism and discretion at all times
    • Demonstrated self-directed and independent problem-solving work experience, including the ability to effectively work remotely
    • Ability to exercise diplomacy dealing with staff, students and external contacts
    • Ability to work collaboratively with other office staff, management and external stakeholders
    • Experience in planning international travel is an asset
    • Knowledge of St. Michael’s College and the University of Toronto is an asset

    Application process:
    Applicants should submit a letter of application, a CV, and the names of two referees to:
    University of St. Michael’s College c/o Office of the Principal
    email: usmc.principalsoffice@utoronto.ca
    ________________________________________
    Disclaimer: 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.
    If you require accessibility accommodation, please contact Human Resources at 416-926-1300 ext. 7191 or hr.stmikes@utoronto.ca.