Executive Assistant to The Bursar

3 weeks ago


Toronto, Canada Victoria University Full time

JOB OPPORTUNITY
Professionals/Managers & Confidentials - Office of the Bursar

**Posting Date**: June 8, 2023

**Closing Date**: June 23, 2023

**Position Title**: Executive Assistant to the Bursar & Chief Administrative Officer

**Department**: Office of the Bursar

**Appointment Type**: Continuing/Permanent

**Classification**: C2

**Salary**: $56,571 - $75,888, with benefits

**Schedule**: Full-time, Monday to Friday

Position Summary

We are seeking a highly motivated and proactive Executive Assistant to join the Office of the Bursar

This position is designed for an ambitious individual who is committed to personal and professional growth, as it offers opportunities to take on more responsibilities as the individual advances in the role.

The Executive Assistant to the Bursar and Chief Administrative Officer (CAO) provides dedicated executive-level administrative and project management support to the Bursar/CAO. The incumbent also works closely with the Secretary to the Board with the coordination, facilitation and documentation of the Board’s activities and its standing, committees, sub-committees and advisory committees.

The Executive Assistant provides high-level confidential administrative support must function as part of a team to ensure the overall smooth running of the Bursar/CAO’s Office. They will ensure support is provided proficiently and delivered with the highest standards and quality.

**Responsibilities**:
Executive Support to the Bursar/CAO

Completes a broad variety of high-level confidential administrative tasks for the Bursar and CAO including:

- Maintains the Bursar/CAO’s complex and busy calendar, utilizing tactful negotiation, initiative, and discretion with a variety of other parties to prioritize and manage scheduling conflicts.
- Coordinates and supports internal projects for Bursar/CAO
- Composes and prepares confidential correspondence
- Arranges itineraries and agendas; anticipates and compiles documents for meetings
- Develops briefing notes for the Bursar/CAO in advance of meetings, as required
- Helps to ensure meeting participants are aware of and prepared for meetings
- Works to ensure appropriate and timely communication to meeting participants
- Keeps the Bursar/CAO well informed of upcoming commitments and responsibilities, following up appropriately
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Bursar/CAO
- Handles inquiries and requests expeditiously and proactively
- Tracks and supports projects from inception to completion, often with deadline pressures
- Uses tact and discretion to problem-solve and make complex administrative decisions
- Assists the Bursar/CAO with drafting administrative policies and prepares presentations to be delivered to the Senior Administrative Management (SAM) team, the Office of the President, and to the general University community
- Assists the Bursar/ CAO to engage their direct reports, including assisting with scheduling team meetings, coordinating agendas, arranging staff retreats and actively participating at all meetings
- Provides administrative support to the Bursar/CAO with their responsibilities as Victoria University’s Freedom of Information and Privacy Protection Act Officer and Victoria University’s Chief Financial Officer.

Communications
- Monitors internal correspondence and creates/drafts follow-up replies and notes; tracks/monitors replies required for the Bursar/CAO from other departments; edits speeches, addresses, reports and remarks. Prepares routine acknowledgement of receipt of general correspondence.
- Drafts, edits and assists in the production of complex correspondence and reports in a variety of media from the Bursar’s Office, including the collection of relevant materials, proof reading and editing. Provides quality control of documents prepared externally for the Bursar/CAO’s signature.
- Acts as a liaison between the Office of the Bursar/CAO and the directors reporting to the Bursar, the Office of the President, SAM, the Chief Protocol Officer at U of T, the Dean of the Faculty of Arts & Science and senior leadership at the Federated Universities;
- Acts as the initial point of contact with the Bursar/CAO’s at the other federated universities and other divisions within the University of Toronto,
- Works in cooperation with the Bursar/CAO and the Communications Team to ensure appropriate messaging and on critical issues.

Administrative Support to the Board Secretary
Under the direction and in consultation with the Secretary to the Board of Regents:

- Supports the administration and operations of the Board of Regents and its Committees. This includes, organizing logístical details for meetings
- Providing technical support for meeting platforms, including SharePoint, Microsoft Teams and Zoom.
- Responsible for creation of draft meeting agendas and materials including budget presentations, CAUBO investment survey summary, and other supportin



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