Executive Assistant to the Executive Director, Student Life Programs & Services

Date Posted: 06/06/2025
Req ID: 43339
Faculty/Division: Vice-Provost, Students
Department: Student Success
Campus: St. George (Downtown Toronto)

Description:

Under the general direction of the Executive Director, Student Life Programs & Services, the Executive Assistant is responsible for providing senior support to the Executive Director, and works closely with other members of the Division of Student Life senior leadership team as part of a high-level team to ensure the office is managed efficiently with the highest standards of excellence, confidentiality and professionalism. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, independent judgment, and a need to maintain absolute confidentiality regarding sensitive human resources and labour relations issues (e.g. re-organizations, layoffs, grievances, disciplines, and terminations).

The incumbent manages the Executive Director’s complex and confidential schedule; which includes arranging meetings, courtesy calls, internal and external visits, hospitality, conference calls, travel and other logistical arrangements – proactively taking the initiative to help ensure that deadlines and schedules are met. Alerting the Executive Director of approaching deadlines and commitments; and formatting and typing confidential and sensitive correspondence such as grievance dismissal letters and discipline letters. With a full understanding of the portfolio’s priorities providing administrative support and managing special projects, coordination of mass mailings, and departmental events including room booking, audio visual aids, creating & managing online registration and catering.  

In addition, the incumbent has daily access to confidential and sensitive information related to the Human Resources Information System (HRIS) and the Financial Information Systems (FIS) to process various payroll, ensuring accuracy when processing & maintaining accounts payable and accounts receivable documentation on FIS; and HRIS. The incumbent is also responsible for the maintenance of general office files, arranging service calls, and liaising with Facilities and Services. 

The successful operation of the department requires that the Executive Assistant maintain sound internal control and adhere to and keep abreast of all University of Toronto policies and standards. The incumbent is required to use initiative and exercise good judgment in handling inquiries independently or referring them appropriately.

Qualifications Required:

EDUCATION:

Bachelor’s degree or an equivalent combination of education and experience.

EXPERIENCE:

Minimum five years’ experience in a senior secretarial or administrative position, dealing with accounting, financial matters and front-line services. Familiarity with the University of Toronto, its policies, procedures and their application.

SKILLS:

Computer fluency – word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint. Experience with computerized scheduling software, email and internet, HRIS, FIS

OTHER:

Exceptional knowledge of University policies and procedures, and decision-making processes. Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem solving skills. Demonstrated ability to draft clear and concise correspondence.  Strong customer-service orientation. Demonstrated initiative, accuracy, leadership and meticulous attention to detail. Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature. Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines. Ability to assimilate and interpret significant amounts of information. Ability to work effectively and professionally, both independently and within a team environment.

NOTE: This is a term position ending September 2026.

Closing Date: 06/17/2025, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Term
Schedule: Full-Time NOTE: This is a term position ending September 2026.
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $75,286 - $87,834 -- Broadband Salary Range: $75,286 - $125,475
Job Category: Administrative / Managerial