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Executive Assistant

Employer
University of Toronto
Location
: St. George (Downtown Toronto)
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Job Details

Executive Assistant

Date Posted: 01/15/2025
Req ID:41326
Faculty/Division: VP, Operations and Real Estate Partnerships
Department: Real Estate Department
Campus: St. George (Downtown Toronto)

Description:

The remarkable growth of Toronto has placed an acute focus on the University of Toronto’s real estate assets across all three campuses. These assets are limited, requiring strategic utilization to ensure that the University’s long term academic vision is preserved and enhanced. Most recently, the University has developed its “Four Corners” policy framework that sets forth the ambitious double bottom line goal of activating its real estate assets to address critical need for on-campus housing, office/innovation space, retail, and other amenities, while also generating a sustainable source of revenue for the University. The University of Toronto’s Real Estate division is responsible for executing such policy framework, including evaluating the strategic developing properties on its own in addition to partnership opportunities presented to the University by outside developers and landowners.

Working under the direction of the Managing Director (MD), the Executive Assistant is responsible for the confidential and efficient daily operation of the Real Estate Office and accomplishes this by providing executive level support to the MD. The Executive Assistant must keep abreast of all activities and situations across the University that impacts the portfolio to knowledgeably support the MD in the resolution of issues and action items.

The incumbent provides comprehensive confidential administrative support, responsibilities include: establishing and managing business processes and systems to increase efficiency, management of a complex and heavy 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 MD on key issues and current events; conducting research; preparing confidential materials; arranging meetings; records management and special projects as assigned.

Essential Qualifications:

EDUCATION:

  • University degree or an equivalent combination of education and experience.

EXPERIENCE:

  • Minimum of four years’ experience supporting senior executive(s).
  • Must have experience drafting correspondence, preparing briefing packages and presentations, applying and working with policies and procedures and organizing and coordinating special events.
  • Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature.
  • Experience with organizing complex meeting schedules.
  • Knowledge about protocol, diplomacy and an excellent understanding of the University’s mission and intersection with the broader community.

SKILLS:

  • Demonstrated superior writing and editing skills.
  • Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals).
  • Advanced computer skills in Microsoft Office (must be able to set up templates and macros in Word and Excel, set up Excel spreadsheets and graphics, and prepare sophisticated PowerPoint presentations), and scheduling software;
  • Familiarity with Microsoft SharePoint and TEAMS an asset;
  • Demonstrated analytical and problem-solving skills.

OTHER:

  • Excellent organizational and time-management skills. Ability to 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.
  • 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, etc.).
  • Thoroughness and careful attention to detail.
  • Tact, discretion, sensitivity to confidential matters.

Closing Date: 01/29/2025,11:59PM 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

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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 embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

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 uoft.careers@utoronto.ca.


Job Segment: Administrative Assistant, Event Planning, Records Management, Secretary, Executive Assistant, Hospitality, Records, Administrative

Organization

Established in 1827, the University of Toronto is Canada's largest university, recognized as a global leader in research and teaching. U of T's distinguished faculty, institutional record of groundbreaking scholarship and wealth of innovative academic opportunities continually attract outstanding students and academics from around the world.

U of T is committed to providing a learning experience that benefits from both a scale almost unparalleled in North America and from the close-knit learning communities made possible through its college system and academic divisions. Located in and around Toronto, one of the world's most diverse regions, U of T's vibrant academic life is defined by a unique degree of cultural diversity in its learning community.The University is sustained environmentally by three green campuses, where renowned heritage buildings stand beside award-winning innovations in architectural design.

 

U of T is one of Canada’s Top 100 Employers.
U of T is one of Canada's Best Diversity Employers.

 

Are you looking for a challenging, meaningful career in a supportive and diverse environment?

Work where the world comes to think.

Work where the world comes to discover.

Work where the world comes to learn.

 

Opportunities exist for people from a wide range of backgrounds, ranging from recent graduates to experienced senior professionals.

We offer challenging work within an open environment that celebrates diversity in all its forms. Our focus is on creating a positive work environment that attracts and retains excellent employees through a combination of competitive compensation, favourable working conditions, opportunities for career growth and development and a unique organizational culture.

Employees have access to:

  • Excellent health and dental benefits;
  • On-site support for training and career development;
  • Flexible work arrangements;
  • Childcare subsidy;
  • Tuition waivers;
  • Scholarships and/or tuition waivers for dependants;
  • Generous paid time off;
  • Support on equity and diversity issues;
  • On-site child care;
  • University Pension Plan;
  • Subsidized athletic facility membership;
  • World-renowned libraries;
  • Confidential counselling services;
  • Parking and TTC Metropasses;
  • Employee and Family Assistance Plan;
  • Continued health benefits for pensioners.

 

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