Executive Assistant Term

3 weeks ago

Mississauga, Canada University of Toronto Full time

**Date Posted**:11/10/2023
**Req ID**:34867
**Faculty/Division**: UofT Mississauga
**Department**: UTM: Ofc of the Registrar
**Campus**: University of Toronto Mississauga (UTM)

**Description**:
The University of Toronto Mississauga (UTM) is the second-largest division of the University of Toronto, Canada’s preeminent research institution. Since 2021, Sealings and Lives of Maresha (SLiM) is a training ground for undergraduate and graduate students and an active research project whose aim it is to conserve, edit and publish over 1,000 seal impression from the archaeological site of Hellenistic Maresha in modern-day Israel. The research team consists of an international team from Canada, the UK and Israel and is currently funded by a SSHRC Insight grant.

Working independently under the general direction of the Registrar and Assistant Dean of Enrolment Management (Registrar) and working closely with the Director of Operations (Director) in the Office of the Registrar (OR) at University of Toronto Mississauga (UTM), the Executive Assistant is responsible for providing professional administrative support on a wide range of high-level and confidential administrative, human resources, operational and financial matters. The Executive Assistant must develop and maintain an understanding of the Registrar’s and Director’s priorities, activities and commitments, and have a thorough understanding of University of Toronto (U of T) policies and procedures to ensure the efficient operation of the OR. The Executive Assistant is responsible for assisting with developing and maintaining timelines and milestones for ongoing projects and initiatives, providing assistance with all aspects of project administration, creating and maintaining tracking systems of key project information, responding to general inquiries regarding projects and initiatives, collaboration of cost estimates and referring complex issues to the project lead(s).

The Executive Assistant works in a complex environment that requires a high degree of sensitivity, responsiveness, independent judgment, and a need to maintain absolute confidentiality regarding sensitive human resources and labour relations issues within the OR. The Executive Assistant exercises initiative and independent judgment in managing the Registrar’s schedule, will interact on a regular basis with senior officials within and outside of UTM and U of T, members of the community, and community partners and will use discretion in the dissemination of information, and determine priorities to enhance the effectiveness and image of the office, the campus, and the institution as a whole.

**Requirements**:
**Education**:

- Bachelor’s degree or an equivalent combination of education and experience. Project Management training or certification would be an asset.

**Experience**:

- Minimum five years senior or executive administrative support experience, preferably in a post-secondary student services environment.
- Demonstrated experience liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature and working in a fast-paced work environment.
- Experience providing administrative and human resources support to senior management, including preparation of confidential materials. Experience with basic accounting and financial administration and support.

**Skills**:

- Excellent communication and interpersonal skills.
- Strong analytical and problem-solving skills, a meticulous approach to work with demonstrated attention to detail and accuracy.
- Superior organizational, planning and time management skills in planning, executing and completing tasks in relation to work priorities.
- Proficiency in Microsoft Office, Zoom, Adobe Pro and an advanced level of knowledge in human resource, financial and document management systems, e.g. HRIS, FIS, Sharepoint.

**Other**:

- Must have the ability to deal in a responsive, highly professional and timely manner with contacts on behalf of the Registrar and Director.
- Demonstrated ability to maintain strict confidentiality.
- High degree of political acuity and the ability to maintain professional interactions at all levels, in a manner that engenders support and cooperation.
- Demonstrated ability to exercise initiative, discretion, tact, good judgment and diplomacy. Must have the ability to work well under pressure and to balance the competing demands of routine work with the requirements of new and unexpected priorities.

**Closing Date**:11/21/2023, 11:59PM ET
**Employee Group**: Salaried
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:C3 - Hiring Zone: $70,501 - $90,243 - Broadband Salary Range: $70,501 - $109,982
**Job Category**:Registrarial Services

**This is a term position for approximately six months

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