Executive Coordinator to Cao

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/22/2023
**Req ID**:30336
**Faculty/Division**: VP & Provost
**Department**: Hart House
**Campus**: St. George (Downtown Toronto)

**Description**:
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 Coordinator to the CAO must keep abreast of all activities and situations in the House 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, 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 Hart House’s resources as it relates to operational, business, 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 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.

The position will manage the administrative functions of the Office of CAO’s new projects and programs. The incumbent will oversee the various projects to ensure deadlines and compliance requirements are met including restraints of time, quality and budget.

The incumbent is expected to be proactive, 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 supports to other designated Directors and Managers within the CAO’s portfolio (e.g., Finance, Hospitality, Staff Relations, I.T., and Facilities).

**QUALIFICATIONS REQUIRED**:
**EDUCATION**:
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.

**EXPERIENCE**:
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

**SKILLS**:
Computer Skills:

- Excellent computer and software skills: MS Office (Word, Excel, PowerPoint, Access, SharePoint, OneDrive)
- Excellent desktop publishing; basic HTML, and web page management skills
- Excellent skills using multimedia equipment for presentations an asset
- Project Management software skills, such as Asana

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 skills
- Superior quantitative skills with demonstrated experience in handling spreadsheets and analysis
- Understanding of contract administration as it relates to supply and service contracts.

Communication Skills:

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

**OTHER**:

- 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

  • Executive Coordinator to Cao

    6 days ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:04/26/2024 **Req ID**: 36647 **Faculty/Division**: VP & Provost **Department**: Hart House **Campus**: St. George (Downtown Toronto) **Description**: 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...

  • Administrative Assistant to The Cao

    2 days ago

    Toronto, Canada AGCO Full time

    **Term**: One Year Contract, Full Time **Division/Branch**: Corporate Services Division / Chief Administrative Officer’s Office **Application Deadline**: April 19, 2023 **Level**: Level 7 **Salary Range**: Min: $31.93 hourly to Max: $37.57 hourly The Alcohol and Gaming Commission of Ontario (AGCO) is responsible for regulating the alcohol, gaming and...

  • Executive Coordinator

    2 hours ago

    Toronto, Canada OntarioMD Full time

    **Executive Coordinator** **Full Time/Permanent** **Job Band: 4** - At OntarioMD, we are on a mission to accelerate digital health for clinicians and patients. With over 14,000 Physicians using our products and services we continue to do our part in empowering practices and enhancing patient care. We value the uniqueness and diversity of our employees and...

  • Executive Assistant, Office of The Chief

    1 day ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:05/01/2024 **Req ID**: 37188 **Faculty/Division**: Faculty of Law **Department**: Faculty of Law **Campus**: St. George (Downtown Toronto) **Description**: **About Us** The Faculty of Law is one of the oldest professional faculties at the University of Toronto. Today, it is one of the world's great law schools. The Faculty’s rich academic...

  • Executive Coordinator

    3 days ago

    Old Toronto, Canada Saskjobs Full time

    How to Apply?: For a more detailed job description and to apply, please go to Click on Jobs Available to the Public, then click on Permanent Full-Time You can search for this job using its competition number: ADM023729. Application Information Employer Name: Government of Saskatchewan Incorrect map location? Hide the map Contact Fax: . Employer...

  • Executive Coordinator

    3 days ago

    Old Toronto, Canada Saskjobs Full time

    How to Apply?: For a more detailed job description and to apply, please go to Click on Jobs Available to the Public, then click on Permanent Full-Time You can search for this job using its competition number: ADM023729. Application Information Employer Name: Government of Saskatchewan Incorrect map location? Hide the map Contact Fax: . Employer...

  • Executive Coordinator

    3 days ago

    Old Toronto, Canada Saskjobs Full time

    How to Apply?: For a more detailed job description and to apply, please go to Click on Jobs Available to the Public, then click on Permanent Full-Time You can search for this job using its competition number: ADM023729. Application Information Employer Name: Government of Saskatchewan Incorrect map location? Hide the map Contact Fax: . Employer...

  • Executive Coordinator

    Found in: Jooble CA O C2 - 3 days ago

    Toronto, ON, Canada Saskjobs Full time

    How to Apply?: For a more detailed job description and to apply, please go to Click on Jobs Available to the Public, then click on Permanent Full-Time You can search for this job using its competition number: ADM023729. Application Information Employer Name: Government of Saskatchewan Incorrect map location? Hide the map Contact Fax: . Employer...

  • Town Clerk

    3 days ago

    Old Toronto, Canada Town Of Torbay Full time

    Town Clerk About Torbay The beautiful Town of Torbay is a vibrant community with over 7,899 residents on the Avalon Peninsula of Newfoundland and Labrador. Torbay is home to over 150 businesses, three schools, and numerous community groups. Situated right on the Atlantic Ocean, Torbay offers breathtaking views in a scenic, rural setting. Conveniently...

  • Town Clerk

    3 days ago

    Old Toronto, Canada Town Of Torbay Full time

    Town Clerk About Torbay The beautiful Town of Torbay is a vibrant community with over 7,899 residents on the Avalon Peninsula of Newfoundland and Labrador. Torbay is home to over 150 businesses, three schools, and numerous community groups. Situated right on the Atlantic Ocean, Torbay offers breathtaking views in a scenic, rural setting. Conveniently...

  • Town Clerk

    3 days ago

    Old Toronto, Canada Town Of Torbay Full time

    Town Clerk About Torbay The beautiful Town of Torbay is a vibrant community with over 7,899 residents on the Avalon Peninsula of Newfoundland and Labrador. Torbay is home to over 150 businesses, three schools, and numerous community groups. Situated right on the Atlantic Ocean, Torbay offers breathtaking views in a scenic, rural setting. Conveniently...

  • Executive / Administrative Assistant

    1 week ago

    Old Toronto, Canada RedBranch Executive Search & Recruitment Inc. Full time

    Our client is a successful real estate development company located in Vaughan and they a great opportunity for an Administrative/Executive Assistant. This is an onsite role. Responsibilities Supporting 3 executives including the CEO Oversee calendar management, meetings and events organization, travel management Oversee incoming and outgoing...

  • Executive / Administrative Assistant

    1 week ago

    Old Toronto, Canada RedBranch Executive Search & Recruitment Inc. Full time

    Our client is a successful real estate development company located in Vaughan and they a great opportunity for an Administrative/Executive Assistant. This is an onsite role. Responsibilities Supporting 3 executives including the CEO Oversee calendar management, meetings and events organization, travel management Oversee incoming and outgoing...

  • Executive / Administrative Assistant

    1 week ago

    Old Toronto, Canada RedBranch Executive Search & Recruitment Inc. Full time

    Our client is a successful real estate development company located in Vaughan and they a great opportunity for an Administrative/Executive Assistant. This is an onsite role. Responsibilities Supporting 3 executives including the CEO Oversee calendar management, meetings and events organization, travel management Oversee incoming and outgoing...

  • Executive / Administrative Assistant

    Found in: Jooble CA O C2 - 1 week ago

    Toronto, ON, Canada RedBranch Executive Search & Recruitment Inc. Full time

    Our client is a successful real estate development company located in Vaughan and they a great opportunity for an Administrative/Executive Assistant. This is an onsite role. Responsibilities Supporting 3 executives including the CEO Oversee calendar management, meetings and events organization, travel management Oversee incoming and outgoing...

  • Executive Administrative Assistant Needed Immediately

    Found in: Jooble CA O C2 - 8 hours ago

    Toronto, ON, Canada City Of Winnipeg Full time

    Executive Assistant 2 Department: Human Resource Services Designated Work Location: 510 Main Street : “Hybrid with designated work location ” Position Type: Temporary, Full-time Salary: $ 3,044.82 Bi-weekly Posting No: 124490 Closing Date: May 8, 2024 Providing a wide range of services to over half of all Manitobans, The City of Winnipeg is one...

  • Town Clerk

    Found in: Jooble CA O C2 - 5 days ago

    Toronto, ON, Canada Town Of Torbay Full time

    Town Clerk About Torbay The beautiful Town of Torbay is a vibrant community with over 7,899 residents on the Avalon Peninsula of Newfoundland and Labrador. Torbay is home to over 150 businesses, three schools, and numerous community groups. Situated right on the Atlantic Ocean, Torbay offers breathtaking views in a scenic, rural setting. Conveniently...

  • Executive Assistant

    Found in: Jooble CA O C2 - 2 weeks ago

    Toronto, ON, Canada MCAN Mortgage Corporation Full time

    Executive Assistant and Corporate Coordinator Our people are our best assets and are made up of respected industry innovators, influencers, and big thinkers. Our business isn’t selling mortgages, it’s building relationships. We are also thrilled to be recognized on the 2022 list of Best Workplaces for Women! We’re looking for an Executive...

  • Executive & Administrative Coordinator

    7 days ago

    Toronto, Canada The Pod Group Full time

    **PASSIONATE COLLABORATIVE ACCOUNTABLE RESULTS-DRIVEN CARING**: **OVERVIEW** A leading non-profit and charitable community agency dedicated to serving children, youth, and families from diverse backgrounds and communities across Ontario struggling with complex mental health needs. They work collaboratively through active partnerships between the agency,...

  • Executive Assistant

    Found in: Jooble CA O C2 - 1 week ago

    Toronto, ON, Canada RedBranch Executive Search & Recruitment Inc. Full time

    Our client is a successful real estate development company located in Vaughan and they a great opportunity for an Administrative/Executive Assistant. Supporting 3 executives including the CEO Administrative support including reports and meeting notes Project coordination including documentation, organizing, progress reports Planning and organizing...