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Executive Assistant to the Chair and Project Coordinator

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University of Toronto

7d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Toronto
  • 7d left

AI generated summary

  • You need an advanced diploma, 3 years' executive assistant experience, skills in scheduling, project coordination, data management, and excellent communication, organizational, and computer skills.
  • You will coordinate academic search and promotion activities, manage project tasks, organize events, create marketing content, analyze data for reports, and adhere to administrative procedures.

Requirements

  • Advanced College Diploma (3 years) in Business Administration, Communication or acceptable combination of equivalent experience.
  • Minimum three (3) years' relevant and recent experience with related progressive executive assistant experience including experience liaising with internal and external contacts, preferably in an academic or research-intensive institution
  • Experience providing administrative support including administering and managing multiple calendars on various systems (Google Calendar and doodle poll, etc.); monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events; booking committee meetings and taking meeting minutes
  • Experience working with committees, taking minutes, identifying action items for follow up, and preparing written documents from minutes and/or notes
  • Knowledge providing academic support with academic searches, tenures, promotions, leaves, and three-year reviews or other related processes
  • Experience liaising, via email, audio conference, video conference, and in-person communication, with senior administrators and or faculty members, responding to and handling administrative matters of complex, sensitive and confidential nature
  • Experience coordinating project tasks and tracking project progress
  • Experience drafting, editing and preparing a variety of written documentations and communications including the ability to concisely summarize information and prepare original correspondence
  • Relevant experience implementing communications plans, producing and editing communication materials and managing social media communications presence
  • Experience effectively tracking, managing, compiling, reviewing, and presenting qualitative and numerical data, such as program/student data, ROSI data, course evaluation data, financial data, and other data related to projects
  • Experience with developing and managing digital marketing
  • Demonstrated attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities
  • Excellent organizational, analytical and time management skills with superior ability to oversee a busy schedule, manage competing deadlines, and consistently deliver results with initiative and flexibility
  • Advanced computer skills with Microsoft Office including Word, Excel, Outlook (email, calendar, contacts, to do’s) and Power Point. Thorough knowledge and proficiency with OneDrive and SharePoint.; familiarity with planning and data management tools
  • Excellent oral and written communication skills
  • Ability to understand, interpret and apply procedures and guidelines; coordinate information and arrangements with minimum oversight; and ability to exercise judgement and discretion in handling sensitive and confidential information
  • Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably, and effectively with all senior academic administrators, faculty, staff, students and members of the public, in written, synchronous communication, and in-person; superior service orientation

Responsibilities

  • Applying established standards when administering academic search activities
  • Applying established standards when administering tenure and promotion activities
  • Coordinating tasks for projects and other strategic initiatives with stakeholders
  • Conceptualizing, organizing and executing event activities
  • Determining logistical details and activities for events and/or programming
  • Developing content for marketing and/or promotional materials
  • Preparing draft statistical reports and summaries from data collected
  • Following administrative rules and procedural instructions

FAQs

What are the primary responsibilities of the Executive Assistant to the Chair and Project Coordinator?

The primary responsibilities include providing administrative support for academic processes, coordinating project activities, developing communication materials, organizing events, and supporting committees through scheduling, minute-taking, and follow-up on action items.

Is this position remote or onsite?

This is an onsite position.

What type of qualifications are required for this role?

Candidates must have an Advanced College Diploma in Business Administration, Communication, or an equivalent combination of experience, along with a minimum of three years of relevant experience in an executive assistant role.

Are there any specific skills that are emphasized for this position?

Yes, essential skills include advanced computer proficiency (especially in Microsoft Office), excellent organizational and time management abilities, strong oral and written communication skills, and demonstrated attention to detail.

What are the assets or nonessential qualifications for this job?

Nonessential qualifications include training and experience with project management tools, document design, event planning, and web page content management.

Is there a preference for any particular applicant backgrounds?

Yes, candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply.

What is the closing date for applications?

The closing date for applications is October 10, 2024, at 11:59 PM ET.

What is the salary range for this position?

The salary for this position starts at $70,844 and progresses to a maximum of $90,595, subject to job evaluation and pay equity maintenance protocols.

Who is the recruiter for this position?

The recruiter for this position is Ann Yang.

University of Toronto

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Mission & Purpose

Founded in 1827, the University of Toronto is Canada’s top university with a long history of challenging the impossible and transforming society through the ingenuity and resolve of our faculty, students, alumni, and supporters. We are proud to be one of the world’s top research-intensive universities, bringing together top minds from every conceivable background and discipline to collaborate on the world’s most pressing challenges. As a catalyst for discovery, innovation, and progress, we prepare our students for success through an outstanding global education and commitment to inclusive excellence. The ideas, innovations, and actions of more than 660,000 graduates advance U of T’s impact on communities across the globe.