Executive Assistant, Assistant Vice-president

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:04/12/2024
**Req ID**: 36945
**Faculty/Division**: VP - Division of University Advancement
**Department**: Alumni Relations
**Campus**: St. George (Downtown Toronto)

**Description**:
**About us**:
The Division of University Advancement (DUA) aims to sustain and enhance the University of Toronto’s academic mission, leadership, and worldwide impact, by engaging alumni and private sector constituents meaningfully in the mission of the University, building mutually beneficial relationships of increasing value and satisfaction over time.

DUA at the University of Toronto is engaged in a transformative agenda deeply rooted in the University’s vision for growth and innovation. We are focused on growing fundraising efforts; enhancing the effectiveness and satisfaction of alumni engagement and programs; building advancement talent capacity within and across divisions; creating an organization and culture that fosters diversity and inclusiveness.

**Position Summary**:
Under general supervision, the incumbent provides comprehensive administrative support to the Assistant Vice-President, Alumni Relations in all matters relating to the smooth running of the Assistant Vice-President’s office. The incumbent also maintains excellent relations with the senior members of the DUA senior management team and other executive offices within the university, including all constituencies.

The incumbent provides executive administration related to the AVP's responsibilities, provides administrative support to the Office of the AVP and her direct reports, as required; assists with communication, relationship management and provides project support. Duties include: maintaining a comprehensive calendar for the AVP; coordinating complex meeting requests with senior members of the Alumni Relations and broader DUA and University teams; preparing background material; drafting and distributing complex communication materials/correspondence; serving as the point of contact for alumni, donors, senior volunteers and senior administrative officers; develops and drafts meeting schedules, agendas, meeting packets, minutes and correspondence directed to both internal and external stakeholders.

In addition, the incumbent serves as a liaison with the Manager, Cross Portfolio Initiatives to ensure that travel plans and arrangements are aligned and that the AVP’s schedule, travel requirements and other responsibilities are factored into planning and preparation for delegation and other travel. The incumbent will take the lead on travel and accommodation arrangements for the AVP as required, depending on the nature of the trip.

The incumbent serves as the first point of contact and is a key administrative representative for the Alumni Relations office; triages both internal and external requests; and maintains positive relations with internal and external stakeholders. The incumbent serves as a liaison with various senior level administrators on a variety of highly confidential issues and works in collaboration with various campus departments in accomplishing duties. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness, and absolute confidentiality. The incumbent must present a professional image of the alumni office and the University by interacting knowledgeably and courteously with many people including donors, volunteers, senior administrators, faculty, staff, students, and community members. The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.

**Education**:

- University degree or acceptable equivalent combination of education and experience.

**Experience**:

- Minimum five (5) years’ experience in progressively responsible senior administrative roles.
- Experience working in an academic environment and/or with fund-raising environment preferred.
- Intensive experience using scheduling software.
- Experience working with technical information an asset.
- Proven success in providing superior service and support in a busy, demanding environment.
- Knowledge of the University structure and senior administration an asset.

**Skills**:

- 65 wpm typing.
- Superior word processing skills using Microsoft Word.
- Advanced working knowledge of Microsoft Word, Excel, and PowerPoint.

**Other**:

- Exceptional knowledge of University policies and procedures, and decision-making processes.
- Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem solving skills.
- Demonstrated ability to draft clear and concise correspondence.
- Strong customer-service orientation.
- Demonstrated initiative, accuracy, leadership and meticulous attention to detail.
- Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.
- Ability to organize a heavy and fluctuating worklo

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