Executive Assistant

Date Posted: 01/08/2025
Req ID:41247
Faculty/Division: Operations and Real Estate Partnerships
Department: Spaces & Experiences
Campus: St. George (Downtown Toronto)

Description:

Working with a high degree of independence, under the general direction of the Assistant Vice-President (AVP) Spaces & Experiences (S&E), and the Executive Director (ED), Operations, the incumbent provides a high level of confidential operational, strategic, senior administrative, communications, event planning and financial support to the AVP’s office and the office of the ED.

The Executive Assistant is a key point of contact in all interactions between the AVP and ED, the senior S&E team, the internal University community and external business partners.  The incumbent manages a variety of senior confidential and administrative processes, including interpreting University policies and procedures, developing and maintaining effective office systems and processes, scheduling, contributing content for the S&E websites, managing correspondence, developing presentations and coordinating documents for governance meetings, and supporting the planning and execution of monthly and quarterly management meetings and special purpose management retreats and staff meetings for the full S&E team.

The incumbent strategizes, coordinates, validates, implements and supports key objectives and projects of the AVP and ED, in support of the ambitious operational and strategic goals of the division, including the tri-campus 4Corners strategy.  Primary responsibilities include preparing and coordinating reports and presentations for governance and university stakeholder groups, supporting S&E capital projects through project coordination work, scheduling for the AVP and ED, planning agendas and coordinating quarterly management retreats and annual planning workshops, maintaining SharePoint content and permissions, writing correspondence, and performing administrative and financial management tasks to support the smooth operation of the division.

Qualifications

EDUCATION:

• University Degree in Business Administration or a related program or an equivalent combination of education and experience.
• Knowledge of industries represented in the work of S&E (hospitality, real estate, residential housing, student life, transportation).

EXPERIENCE:

• Minimum 5 years’ related experience, preferably in support of a senior executive in a public sector environment.
• Experience writing reports and correspondence, conducting research, compiling data, statistics, and information to produce various documents, as well as coordination of meetings, workshops and events. 
• Responding to and handling matters of a complex, confidential and sensitive nature verbally and in writing, establishing and maintaining effective office systems and protocols, and financial administration.

SKILLS:

• Proficiency in use of Microsoft Word, Excel, Outlook and PowerPoint, Adobe, and standard office technology. 
• Familiarity with internet software such as WordPress and web postings.
• High degree of independent research. 
• Familiarity with FIS an asset. 
• Demonstrated superior oral and written communication skills, multi-tasking and effective problems solving skills.

OTHER:

• Excellent interpersonal skills; demonstrated high degree of political acumen and ability to effectively and positively interact with all levels of the University community. 
• Has a strong customer service orientation, presenting a positive and professional image to internal and external contacts.
• Superior organizational, planning and time management skills.
• Ability to work independently with a high degree of initiative, discretion, judgment and tact. 
• Flexibility and adaptability to cope with interruptions, changing and conflicting priorities, and deadlines. 
• Demonstrated analytical ability and numerical and financial aptitude.
• Ability to maintain a high degree of accuracy and precise attention to detail.
• Strong independent writing and editing skills.
• Knowledge of the University’s structure, policies and procedures is an asset.

Closing Date: 01/17/2025,11:59PM ET
Employee Group: Salaried 
Appointment Type: Ancillary Operations 
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $75,286 - $87,834 -- Broadband Salary Range: $75,286 - $125,475
Job Category: Administrative / Managerial