Administrative & Operations Assistant

Date Posted: 07/09/2025
Req ID: 44159
Faculty/Division: Office of the Governing Council
Department: Office of the Governing Council
Campus: St. George (Downtown Toronto)

Description:

Working independently under the general direction of the Director, Operations, and working closely with the Secretariat, the Administrative and Operations Assistant will provide a high level of administrative and operational support to the Office of the Governing Council. The incumbent serves as the meeting coordinator and receptionist, and is the first point of contact for general enquiries for the Office of the Governing Council portfolio.

Routine duties include preparing invoices for approval, coordinating hospitality and/or catering arrangements, setting up for governance meetings, managing the Office’s electronic calendar of meetings, responding to requests for room bookings, processing incoming and outgoing mail, mail distribution, shipping/receiving, courier services, deliveries, email handling, screening incoming telephone calls, composing correspondence, records management, asset management, updating the CRM and website, and conducting research projects as assigned. The incumbent will also be responsible for assisting with special events, troubleshooting and/or arranging for repair of office equipment, maintaining office supply and stationary inventory, assisting with telecom orders, preparing and submitting routine F&S service orders, placing emergency calls, and caretaking requests for multiple buildings.

The Administrative and Operations Assistant provides calendaring support to the Secretary of the Governing Council, Deputy Secretary of the Governing Council, and Executive Director, Internal Audit.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, independent judgement, and a need to maintain absolute confidentiality. The incumbent must present a professional image in the Office of the Governing Council by interacting knowledgeably and courteously with many people including the Chair of the Governing Council, governors, senior administrators, faculty, staff, students, community members and colleagues within the Office. As part of a team, the incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic and fast-paced environment.

The incumbent, where appropriate, must also be able to take initiative, be proactive, and be able to troubleshoot and multitask.

QUALIFICATIONS REQUIRED:

Education:

Bachelor’s degree or comparable combination of education and experience. Training in office administration.

Experience:

Minimum of five years related administrative support experience, preferably in a post-secondary environment. Demonstrated experience liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature and working in a fast-paced work environment.

Skills:

Proficiency with MS Word, Excel, PowerPoint, electronic scheduling software and e-mail. Familiarity with SharePoint, Dynamics, and Drupal is an asset. A willingness to maintain/update knowledge as technology advances. Must demonstrate meticulous approach to work and strong attention to detail and accuracy. Must have excellent organizational and planning skills. Must demonstrate ability to track, manage, and compile information and data.

Other:

Must have the ability to: deal in a responsive, highly professional and timely manner with contacts on behalf of the Office. Enthusiastic and friendly with a demonstrated customer service orientation. Excellent oral and written communication and interpersonal skills. Strong analytical, decision-making, problem solving and organizational skills. Ability to work co-operatively and collegially with other team members. Demonstrated ability to draft clear and concise correspondence. Demonstrated initiative, accuracy, and meticulous attention to detail. Demonstrated ability to maintain confidentiality and exercise discretion with confidential information, tact, professionalism, reliability. Ability to understand, interpret and apply policies and procedures appropriately. Superior organizational and time management skills in planning, executing, and completing tasks in relation to work priorities. High degree of political acuity and the ability to maintain professional interactions at all levels in a manner that engenders support and cooperation. Ability to work well under pressure with frequent interruptions to meet deadlines to balance the competing demands of routine work with the requirements of new priorities. Willingness to learn and incorporate constructive feedback. Good knowledge of the University and its policies. Ability to work with minimal supervision.

NOTE: This is a front-line position with daily on campus presence from 8:45am-5:00pm, with occasional overtime. The term position is to cover a short term secondment, ending April 2026.

Closing Date: 07/21/2025, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Term
Schedule: Full-Time This is a front-line position with daily on campus presence from 8:45am-5:00pm, with occasional overtime. The term position is to cover a short term secondment, ending April 2026.

Pay Scale Group & Hiring Zone: C2 -- Hiring Zone: $66,100 - $84,608 -- Broadband Salary Range: $66,100 - $103,115
Job Category: Administrative / Managerial