Executive Assistant

4 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:04/12/2023
**Req ID**: 30719
**Faculty/Division**: University of Toronto Scarborough
**Department**: UTSC:Facilities Management
**Campus**: University of Toronto Scarborough (UTSC)

**Description**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

In the Facilities Management department, we take pride in our buildings and grounds and provide a welcoming, service-oriented, clean and safe environment for our students, faculty and staff.

Our mission is to facilitate the Academic Mission of Excellence in Research and Teaching by providing a safe, clean, healthy, comfortable and sustainable environment for students, faculty staff and visitors.

**Position Summary**

Working with a high degree of independence, under the general direction of the Director of Facilities Management and Capital Projects in the department of Facilities Management, the incumbent provides a high level of confidential operational, strategic, senior administrative and financial support to the office’s senior staff and Managers within the Facilities Management Department, other leaders in the Office of BOSA and the executive team.

The Executive Assistant is the main point of contact to coordinate the Interaction of the department leadership, the internal University community and external agencies. The incumbent manages a variety of senior confidential and administrative processes, including interpreting University policies and procedures, developing and executing organizational initiatives as well as contributing content for the department’s website, producing minutes of meetings, and making travel and related arrangements; coordinates enrolment in seminars, training courses, conferences and formal presentations. The incumbent supports the Manager, Finance and Administration by coordinating, validating and preparing budgetary reports and presentations, checking expense reimbursement requests relating to the Directors’ direct reports, checking compliance with U of T and Broader Public Sector policies for high-value procurement requests and implementing best practices and processes across the Facilities Management portfolio.

The incumbent strategizes, coordinates, validates, implements and supports key objectives and projects of the Director, in support of service excellence, policy compliance, leadership in construction, sustainability and efficient facilities management practices. Primary responsibilities include leading the process of gathering data and information, validating, synthesizing and summarizing technical and numerical facts, analyzing and reviewing analytics for accuracy, demonstrating results and projected results and preparing reports and presentations to convey information to broad audiences; the incumbent produces a variety of reports, executive summaries, confidential documents, and highly-technical presentation materials for both internal and external senior level stakeholders; coordinates and compiles all internal and external communications on behalf of the Director and the department including submission of detailed nominations and grant submissions for awards and other national recognition opportunities; briefs the Director on key strategic issues and current events; coordinates the Director’s schedule, including scheduling senior-level internal and external meetings, and those related to construction, labour relations among other issues.

**Qualifications Required**:
**I. EDUCATION**:
University Degree in Business Administration or a related program or an equivalent combination of education and experience. Knowledge of facilities management priorities and measurement systems.

**II. EXPERIENCE**:
Minimum 5 years’ related experience, preferably in support of a senior executive in a public sector environment. Experience includes conducting research, compiling data, statistics, and information to produce various documents, such as reports and presentations, and an understanding of technical measurements and analytics to contribute, coordinate and support implementation of facilities management initiatives and projects, including sustainability objectives and efficiency initiatives.
Experience includes responding to and handling matters of a complex, confidential and sensitive nature verbally and in writing, establishing and maintaining effective office systems and protocols, and financial administration.

**III. SKILLS**:
Proficiency in use of Microsoft Word, Excel, Outlook, Publisher, Visio and PowerPoint, Adobe, and standard office technology. Fa

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