Executive Assistant

Job description

Executive Assistant

Date Posted: 04/28/2021
Req ID:3949
Faculty/Division: University of Toronto Mississauga
Department: UTM: Student Services
Campus: University of Toronto Mississauga (UTM)


Position Summary

The Executive Assistant provides administrative support to the Dean and Assistant Deans in the UTM Division of Student Affairs and Services and manages the day-to-day operations of the Office of the Dean. The incumbent interacts knowledgeably and courteously with a variety of individuals including senior administrators, faculty and staff, students and their families, student leaders, and community members. The incumbent works in a complex environment that requires a high degree of understanding, responsiveness, independent judgment, and confidentiality regarding sensitive human resources and labour relations issues and complex student concerns.

Duties include managing the UTM Student Affairs Dean’s and Assistant Deans’ complex schedules, deadlines and commitments; preparing confidential and sensitive correspondence on reorganization plans, grievance-related and discipline letters, and risk management issues in the division; and preparing presentation and support materials for the Dean’s and Assistant Deans’ use in advisory and governance bodies. In addition, the incumbent uses the University’s information system (HRIS, FIS, ROSI) to support the Dean’s and Assistant Deans’ review and action on various human resources actions, financial processes, and student concerns. The incumbent receives and provides initial screening of reports of disturbing student behaviours and potentially volatile situations, directing complainants to appropriate staff within the university and alerting those to whom complainants are being referred. The incumbent is also responsible for liaising with other campus departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, and communications, and for organizing and overseeing divisionally supported events and activities.

Qualifications Required:


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


Minimum of five years administrative support experience or three years of senior administrative support experience, with significant experience in a post-secondary setting in student affairs/services or closely related area, dealing with student support and confidential matters. Experience with basic accounting and financial administration. Familiarity with the University of Toronto, its relevant policies and procedures and their application.


Computer fluency and working knowledge of MS Office suite, ROSI, HRIS, FIS. Experience with computerized scheduling software, email and internet. Demonstrated researching and writing skills, copy editing and content editing capabilities, ability to summarize and collate key concepts from a variety of sources, fact checking abilities. Proven ability to effectively write and edit varied written communications (e.g., reports, correspondence, etc.). Demonstrated ability to organize and prioritize a variety of deadlines and schedules simultaneously under minimal supervision.


Excellent oral and written communication, interpersonal, analytical, decision-making and organizational skills; demonstrated initiative, accuracy and attention to detail; demonstrated judgment, tact, discretion and ability to handle matters of a sensitive and confidential nature, including matters governed by privacy policies; Ability to work independently on multiple tasks, concentrate and produce accurate, timely work in an atmosphere of frequent interruptions. Ability to work effectively and professionally, both independently and within a team environment. Experience interpreting and explaining complex policies, procedures, rules of order and operations, including to individuals with little knowledge of post-secondary settings; ability to deal with difficult people and emotionally charged situations. Incumbent must have strong understanding of issues of equity, inclusion and diversity.

Closing Date: 05/06/2021,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $65,725 - $76,679 -- Broadband Salary Range: $65,725 - $109,540
Job Category: Administrative / Managerial

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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto 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, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Administrative Assistant, Secretary, HR, Equity, Risk Management, Administrative, Human Resources, Finance




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Job No:
Posted: 4/29/2021
Application Due: 5/8/2021
Work Type: Full Time