Office Manager and Executive Assistant to The Dean

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:12/19/2024
**Req ID**:41156
**Faculty/Division**: Faculty of Applied Science & Engineering
**Department**: Office of the Dean
**Campus**: St. George (Downtown Toronto)

**Description**:
**About Us**:
The Faculty of Applied Science & Engineering is a world-renowned community of researchers and students dedicated to solving some of the world's most pressing challenges through collaborative and multidisciplinary research and experiential education. Through rigorous technical training, and unparalleled extracurricular and professional experience opportunities, we prepare the next generation of engineering leaders and change makers to unlock the future's boundless potential.

**Your Opportunity**:
Working independently under the general direction of the Director, Office of the Dean, the incumbent is responsible for providing a professional administrative framework to support a broad range of highly confidential and sometimes sensitive strategic communications. The Executive Assistant provides assistance and a high-level of confidential operational and administrative support to the Dean by strategically managing all aspects of the Dean’s complex and intensive calendar, including scheduling meetings; researching, organizing and preparing the Dean’s confidential briefing and meeting materials; coordinating intensive travel arrangements; tracking, reconciling and preparing expense reimbursements for the Dean’s business expenses; and maintaining an understanding of the Dean’s priorities, providing proactive, tactful and timely follow-up.

The Executive Assistant must develop and manage collaborative, strategic relationships with offices including: Central Administration, other University of Toronto and peer Canadian and international Deans’ and Principals’ Offices, Engineering’s Vice-Deans, and Departments’ and Institutions’ Chairs and Directors, alumni and donors.

**Qualifications**

**Education**:

- University degree or the acceptable equivalent of education and experience

**Experience**:

- Minimum of five years’ of progressively senior and related experience, preferably in an academic environment.
- Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature.
- Experience establishing and maintaining effective office systems and protocols.
- Experience in a complex, fast-paced office environment.

**Skills**:

- Demonstrated ability with Microsoft Word, Power Point, Excel, Planner or some other project management software.
- Must possess excellent interpersonal, organizational and analytical skills.
- Excellent time-management skills, managing conflicting priorities and deadlines.

**Other**:

- Tact, discretion, sensitivity, responsiveness and meticulous confidentiality.
- Flexibility and ability to easily adapt to change.
- Professional and proactive orientation.
- Ability to exercise sound judgment.
- Superior communication (oral and written) and interpersonal skills.
- Effective problem solving.
- Excellent interpersonal, organizational and analytical skills.
- Superior customer service orientation.
- Ability to work independently and as a team, take initiative and be a self starter.
- Strong organizational and time management skills.
- Ability to balance the competing demands of routine work with the special requirements of projects.
- Ability to work under pressure in a dynamic, fast-paced environment.
- Ability to pay attention to detail and accuracy as well as maintain a broad perspective of the organization.
- Ability to analyze information and prepare documents within the parameters set by the Dean.
- Demonstrated ability to track, manage and compile information and data.
- Demonstrated ability to maintain strict confidentiality. Strong knowledge and understanding of University structures, Faculty and Departmental priorities, as well as policies and procedures.

This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

**Closing Date**:01/12/2025, 11:59PM ET
**Employee Group**: Salaried
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:PM 2 - Hiring Zone: $82,083 - $95,762 - Broadband Salary Range: $82,083 - $136,802
**Job Category**:Administrative / Managerial

  • Executive Assistant to The Dean

    4 months ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:09/11/2024 **Req ID**:39682 **Faculty/Division**: Faculty of Information **Department**: Faculty of Information **Campus**: St. George (Downtown Toronto) **Description**: **About Us**: **Your opportunity**: Under the management of the Manager, Office of the Dean and with direction from the Dean, the Executive Assistant provides assistance...

  • Director, Office of The Dean

    4 months ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:09/12/2024 **Req ID**:39698 **Faculty/Division**: Joseph L. Rotman School of Management **Department**: Joseph L. Rotman School of Management **Campus**: St. George (Downtown Toronto) **Description**: **About us**: The Rotman School of Management is part of the University of Toronto, a global centre of research and academic excellence at the...

  • Interim Assistant to The Dean

    7 months ago

    Toronto, Canada York University Full time

    **Purpose**: The Interim Assistant to the Dean provides efficient, professional, and confidential executive level support to the Dean and other senior leaders within SC-Office of the Dean. The role supports the priorities of the Office and oversees and coordinates the workflow of administrative staff in the Associate Dean and Dean's...

  • Executive Assistant to The Dean and Special Projects Coordinator

    2 weeks ago

    Toronto, Canada OCAD University Full time

    _OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which _we live, work and create_ **_ Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and...

  • Executive Assistant to Dean

    6 months ago

    Toronto, Canada York University Full time

    **Purpose**: York University's School of the Arts, Media, Performance & Design (AMPD) is one of North America's premier educational and research institutions for the visual, performing and digital arts. The largest, most comprehensive program of its kind in Canada, we unite more than 3,100 undergraduate and graduate students and 300 full-time and part-time...

  • Executive Assistant

    2 days ago

    Toronto, Canada York University Full time

    **Purpose**: The Executive Assistant and Special Projects Coordinator provides high-level, confidential executive support to the AVP Graduate/Dean, Associate Dean Student Affairs, Associate Dean Academic, and Executive Officer in the Faculty of Graduate Studies (FGS). Such support includes managing projects related to strategic initiatives with oversight of...

  • Administrative Assistant to The Dean, Cpls

    4 months ago

    Toronto, Canada George Brown College Full time

    **CLOSING DATE**:September 20, 2024 **Land**_ _**Acknowledgement** - George Brown College is located on the traditional territory of the Mississaugas of the Credit First Nation and other Indigenous peoples who have lived here over time. We are grateful to share this land as treaty people who learn, work, and live in the community with each other._ **Equity...

  • Executive Assistant

    2 days ago

    Toronto, Canada York University Full time

    **Purpose**: This Executive Assistant (EA) acts as the primary contact for the Dean, Osgoode Hall Law School providing pro-active, executive-level, confidential administrative support.The scope of this position is driven by the complex range of responsibilities undertaken by the Dean and is based on an understanding of the confidential and sensitive nature...

  • Executive Assistant

    7 months ago

    Toronto, Canada York University Full time

    **Purpose**: Consistently ranked in the top tier of the world's best business schools and #1 in Canada, the Schulich School of Business is known for its global reach, innovative programming and the diversity of its student body, faculty, and staff. Schulich enrolls approximately 3,000 students annually in undergraduate, graduate, and postgraduate business....

  • Executive Assistant

    2 days ago

    Toronto, Canada York University Full time

    **Purpose**: Provide efficient, professional and confidential executive support, to the AVP Graduate/Dean, Associate Deans and Executive Officer within the Office of the Dean, Faculty of Graduate Studies. **Education**: University degree or equivalent combination of education and experience **Experience**: 3 years related experience **Skills**: Proficient...

  • Investment Operations Professional

    4 weeks ago

    Toronto, Ontario, Canada Dean Group Full time

    Join the Dean Group Team as an Investment Operations RepresentativeDue to growth, our client is seeking 12 investment back office professionals who can bring their experience to the Registered Products, Mutual Funds and New Accounts/Account Transfer teams. This opportunity allows for exposure to these areas and career growth within the industry.About Our...

  • Business Development Representative for Investment Operations

    3 weeks ago

    Toronto, Ontario, Canada Dean Group Full time

    We are seeking a Business Development Representative to join our team at the Dean Group in Downtown Toronto. As an expanding Investment firm, we offer a rapidly growing clearing division that provides opportunities for career growth and development.This role is a contract position with potential for permanent employment and offers a salary of $25 per hour....

  • Administrative Assistant

    7 months ago

    Toronto, Canada York University Full time

    **Purpose**: Under the direction of the Executive Assistant, the Administrative Assistant role supports the goals and objectives of the Office of the Dean and the Officer of the Executive Officer. The role will provide confidential administrative support to the Dean, Executive Officer, Associate Dean's, and Schulich Leadership team as well as provide...

  • Interim Executive Assistant

    6 months ago

    Toronto, Canada York University Full time

    **Purpose**: To provide efficient, professional, and confidential executive support to the Dean and the Office of the Dean in the Faculty of Education. The role also supports the management of key projects for the Office of the Dean. **Education**: University degree or equivalent combination of education and experience, in addition to 3 years of related...

  • Executive Officer

    6 months ago

    Toronto, Canada York University Full time

    **Purpose**: Reporting to the Dean of Libraries, the Executive Officer (EO) role provides strategic direction and operational oversight of non-academic services within York University Libraires (YUL). The role focuses on financial management, planning and budgeting for the Libraires across three campuses, and provides direction and oversight to the York...

  • Administrative Assistant

    6 months ago

    Toronto, Canada York University Full time

    **Purpose**: Under the direction of the Executive Assistant, the Administrative Assistant role supports the goals and objectives of the Office of the Dean and the Officer of the Executive Officer. The role will provide confidential administrative support to the Dean, Executive Officer, Associate Dean's, and Schulich Leadership team as well as provide...

  • Manager, Faculty of Design Office

    6 months ago

    Toronto, Canada OCAD University Full time

    Reporting to the Dean, Faculty of Design (FoD), the Manager, Faculty of Design Office is responsible for managing all aspects of non-academic operations as well as providing administrative support to the Dean, Associate Deans, Chairs, faculty and students in the Faculty of Design (FoD), including: Advertising, Graphic Design, Illustration, Environmental...

  • Investment Operations Representative

    4 weeks ago

    Toronto, Ontario, Canada Dean Group Full time

    Job Description:We are seeking Investment Operations Representatives to join our team at the Dean Group. As a hybrid model employee, you will work one day a week in our Downtown Toronto office.Job Summary:The successful candidate will be responsible for back-office processing of registered products, mutual funds, and new accounts/account transfers. This is...

  • Executive Assistant

    6 months ago

    Toronto, Canada York University Full time

    **Purpose**: The Executive Assistant/Special Projects Lead role provides efficient, professional, and confidential executive support to the Dean and the Office of the Dean in the Faculty of Education. Duties are broad, varied and often confidential in nature. Daily activities involve interaction with students, staff, faculty and high-level internal and...

  • Associate Dean

    2 days ago

    Toronto, Canada Northeastern University Full time

    About the Opportunity Located at our downtown Toronto campus and under the direction of the Regional CEO & Dean, the Associate Dean serves as a key member of the senior leadership team who is the second in command to the CEO/Dean and responsible for oversight and guidance of various functions including: academic program delivery, compliance/regulatory...