Executive Assistant to The Chair
2 months ago
**Date Posted**:09/26/2024
**Req ID**: 39701
**Faculty/Division**: Faculty of Arts & Science
**Department**: Department of History
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00003308
**Description**:
**About us**:
The University of Toronto’s Department of History is one of the largest history departments in North America and is internationally renowned. Ranked 6th among public universities worldwide and 4th in North America, we are home to a critical mass of expertise. Our department offers exciting opportunities to interpret the past and examine its significance through research, education, and life-long learning. If you are enthusiastic about being active in local, national, and international research and public affairs to bring unique perspective to important events, consider a future with us.
**Your opportunity**:
The Department of History provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability, and teamwork. We believe in recognizing and valuing our employee’s contributions to the advancement of the department’s goals while promoting a strong commitment to work-life balance among our employees.
Reporting to the Departmental Manager, as the Executive Assistant to the Chair, you will provide key support to our senior leadership and coordinate the academic life cycle for appointed faculty including academic searches, tenure, and promotions proceedings. This position also plays a pivotal role in managing and preserving the Chair's time, ensuring that his schedule is optimized for important priorities and decisions.
**Your responsibilities will include**:
- Collecting feedback from search committee members
- Collecting documentation required to carry out the tenure and review processes from senior leadership
- Preparing draft statistical reports and summaries from data collected
- Determining logístical details and activities for events and/or programming
- Editing content for brochures, newsletters, websites and/or handbooks
- Ordering supplies within established limits
- Coordinating meeting schedules, agendas, materials, action and follow-up items for the Chair
**Essential Qualifications**:
- Advanced College Diploma (3 years) in Business or Administration or acceptable combination of equivalent experience.
- Three years of relevant /executive assistant experience in a fast pace academic or related professional work environment.
- Extensive experience in efficiently managing one or more executive schedule/calendar.
- Experience providing administrative and coordination of support for all University of Toronto academic process, as well as preparing and coordinating all related documents.
- Experience administering human resources processes and policies, preferably in an academic environment.
- Experience assisting with the planning of events.
- Experience ordering supplies.
- Experience compiling statistics and developing administrative protocols.
- Strong organizational and time management skills with a superior ability to oversee an executive’s schedule.
- Ability to understand and interpret procedures and guidelines.
- Excellent organizational skills to maintain record and filing systems.
- Excellent interpersonal skills with a superior service orientation and ability to deal tactfully, and effectively with students at all levels, staff and faculty, as well as with the general public.
**To be successful in this role you will be**:
- Approachable
- Diligent
- Meticulous
- Multi-tasker
- Organized
- Proactive
- Team player
**Closing Date**: 09/25/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Lived Experience Statement
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