Executive Assistant to The Chair

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/07/2023
**Req ID**: 30122
**Faculty/Division**: Faculty of Applied Science & Engineering
**Department**: Department of Mechanical & Industrial Engineering
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00026345

**About us**:
We are also home to about 2,000 very talented students: about 1,300 undergraduates are enrolled in the Industrial Engineering and in the Mechanical Engineering BASc programs. We have about 350 Master of Engineering (MEng) students, a professional program for students taking courses with us for a year or two. And we have about 350 MASc and PhD students, who work individually on research projects with a particular professor.

**Your opportunity**:
The Department of Mechanical & Industrial Engineering prides itself on being a good place to work: respectful, accepting of difference and professional.

We value employees who are goal-oriented and self-motivated, and who are constantly looking to improve how we serve our students and faculty. We believe in teamwork, in working together for the greater good, and yet doing so in a way that respects each employee’s work-life balance. Finally, we value each employee as an individual, and look for opportunities to recognize each contribution.

Working under the provision of University’s procedures and guidelines, the incumbent provides a full range of executive administrative support for the Chair while working closely and consistently with other administrative staff, especially the department’s Director, Administration and Finance. The incumbent also provides administrative support and coordination for academic processes including academic searches, tenure, promotion and PTR and to the related committees. The Executive Assistant provides support to committees as required which includes scheduling, development of agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow up on action items. The Executive Assistant plays a central role in promoting and preserving the professional and responsive image of the office of the Chair.

**Your responsibilities will include**:

- Overseeing day-to-day operational needs of the Chair's office
- Writing routine documents and correspondence
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Handling sensitive and/or confidential information
- Preparing draft statistical reports and summaries from data collected
- Scheduling travel plans and requesting appropriate accommodations, booking rooms internally and externally via RRSlite

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience
- Five (5) years of related progressive executive assistant experience including experience liaising with senior administrators and faculty members
- Experience managing an executive’s schedule / calendar
- Experience responding to and handling administrative matters of complex and sensitive nature
- Experience establishing and maintaining effective office systems and protocols
- Experience administering new and renewed cross-appointments, status-only, and adjunct appointments
- Experience handling visiting academic requests, preparing visiting professors’ letters and approvals
- Experience preparing expense claims for the chair’s office, and administering academic leave requests
- Experience administering Graduate Faculty Memberships, and coordinating the hiring of teaching staff including CUPE 3902 unit 1 CIs, unit 3 SLs, casual teaching, and coordinating the annual Progress Through the Ranks (PTR) process
- Demonstrated ability to exercise a high level of professionalism, good judgment, initiative, tact and discretion
- Excellent interpersonal and written and oral communication skills
- Proven ability to consolidate, organize and summarize information and to prepare correspondence with mínimal review
- Superior service orientation and ability to deal tactfully, personably and effectively with senior academic administrators, faculty, staff and students, and members of the public
- Attention to detail with an ability to manage event logistics and to coordinate multi-step committee activities
- Analytical and problem-solving skills to troubleshoot and resolve administrative matters
- Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment
- Demonstrated ability to work independently, showing initiative and good judgment; and strong organizational and time-management skills and ability to frequently adjust priorities
- Strong computer skills with MS Word, Excel, Access, and Outlook

**To be successful in this role you will be**:

- Adaptable
- Communicator
- Diplomatic
- Efficient
- Organized
- Responsible

**Closing Date**: 03/15/2023, 11:59PM ET
**Employee Group**: US

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