Executive Assistant to the CAO

Job description

Executive Assistant to the CAO

Date Posted: 04/29/2021
Req ID:3896
Faculty/Division: Faculty of Kinesiology & Physl Ed.
Department: Faculty of Kinesiology & Physl Ed
Campus: St. George (Downtown Toronto)


This position is responsible for the confidential and efficient daily operation of the Office of the Chief Administrative Officer (CAO) and accomplishes this by providing executive level support to the CAO and the CAO’s portfolio. The Executive Assistant to the CAO must keep abreast of all activities and situations in the Faculty that impact this portfolio to knowledgeably support the CAO in the resolution of issues and action items. The incumbent is the key point person for internal staff and faculty, as well as external contacts, coordinating access to the CAO, based on a thorough understanding of the CAO’s priorities and the needs of internal and external clients. The incumbent provides comprehensive confidential administrative support to the Office of the CAO.

Responsibilities for this position include: establishing and managing business processes and systems to increase efficiency, minimize duplication and optimize the use of Faculty’s resources as it relates to operational, human resources and administrative processes; supporting the budget process and other financial related matters, including the preparation of documentation for budget meetings; management of a complex and heavy appointment schedule; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting committees and taking minutes; liaising in a professional and courteous manner with all faculty , administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the CAO on key issues and current events; conducting research; preparing confidential materials; arranging meetings and events specific to the CAO; records management; booking travel arrangements; and special projects as assigned.

As this is a newly created role, the incumbent is expected to be proactive and take the lead in shaping the overall direction and scope of the role. As priorities and intiatives are updated by the CAO, the incumbent must be flexible and adapt with them. The sucessful candidate must be customer-service oriented, with impeccable interpersonal skills, sound judgment, good decision-making skills, and a team player. While primary service is provided to the CAO, the incumbent provides occasional support in peak periods to other designated Directors and Managers within the CAO’s portfolio (e.g., Finance, Human Resources, I.T., and Facilities).



University degree or an acceptable equivalent combination of education and experience. Educational background in business administration and/or project management are definite assets. Executive Office Administration Diploma is an asset.


Minimum 5 years related senior administrative experience, with responsibility providing support to a senior executive, preferably in a University or academic setting. Incumbent should have demonstrated experience of the following:

  • Highly developed sense of customer service
  • Ability to handle matters of a confidential and sensitive nature
  • Project management and research experience
  • Spreadsheet creation and manipulation
  • Quantitative analysis


Computer Skills:

    Excellent computer and software skills: MS Office (Word, Excel, PowerPoint, Access)Excellent desktop publishing; basic HTML, and web page management skillsExcellent skills using multimedia equipment for presentations an asset

Organizational Skills:

    Excellent organizational and time-management skills Ability to work independently, set priorities, manage multiple tasks and projects and meet deadlines Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.Flexibility and ability to function within an environment where priorities frequently compete and/or shift.

Analytical Skills:

    Demonstrated analytical and problem-solving skillsSuperior quantitative skills with demonstrated experience in handling spreadsheets and analysis
  • Understanding of contract administration as it relates to supply and service contracts.
  • Familiarity with government legislation and experience with the interpretation and application of policies on finance, human resources, procurement, health and safety, and/or records management an asset.

Communication Skills:

  • Demonstrated superior writing and editing skills
  • Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals)


    Proactive, results-oriented attitude; ability to accumulate the organizational knowledge necessary to identify issues and accomplish tasks.Excellent interpersonal skills; ability to work collaboratively and positively in a team setting; ability to work effectively with a wide range of people and personalities (members of the University and corporate communities, students, architects, consultants and construction personnel etc.) in a variety of settings.
  • Able to establish credibility and trust with internal and external contacts and be recognized as a key point person who represents the Office of the CAO. Ability to represent the priorities of the CAO’s Office within the overall priorities of the Dean.
  • Possess initiative and creativity in identifying opportunities for enhancing the functioning of the Office of the CAO, and managing the priorities of the Office.
  • Thoroughness and careful attention to detail.
  • Tact, discretion, sensitivity to confidential matters.

Closing Date: 05/12/2021,11:59PM 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.

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Job No:
Posted: 5/2/2021
Application Due: 7/31/2021
Work Type: Full Time