Executive Assistant to the Dean

Date Posted: 10/16/2025
Req ID: 45458
Faculty/Division: Faculty of Arts & Science
Department: ARTSC: Ofc of the Dean
Campus: St. George (Downtown Toronto)

Description

Executive Assistant to the Dean (2 year term)

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Responsibilities

Working independently under the general direction of both the Dean and the Chief Administrative Officer (CAO) of the Faculty of Arts and Science, the incumbent is responsible for providing a professional administrative framework to support a wide range of high‑level confidential administrative and operational support to the Dean. The incumbent has full management authority for secretarial and reception functions, staff operations within the Dean’s Office including daily activities, work allocation, human resources/labour relations matters, special projects and events.

- Plan, manage, coordinate and implement administrative activities to ensure the efficient and effective operation of the Dean’s Office.

- Provide high‑level executive administrative support to the Dean in academic matters, administrative matters, labour relations and procedural matters.

- Plan and manage the search process for department chairs and academic unit directors.

- Accommodate requests to meet with the Dean and identify urgent matters of high importance, redirecting inquiries as appropriate.

- Implement and maintain highly effective office procedures in a complex, high‑volume environment.

- Ensure the administrative operations of the Dean’s Office meet the needs of the Dean and provide executive briefings on decisions, operational issues and reports.

- Maintain positive relations and communicate with a wide variety of internal and external contacts.

- Compose complex and sensitive correspondence for the Dean’s signature.

- Track and manage data, office expenses and anticipate administrative requirements.

- Provide guidance and direction to direct reports.

- Manage the office budget, computer equipment and software needs.

- Develop new initiatives for cost savings and greater administrative efficiency.

Qualifications

- Education: University degree or equivalent combination of education and experience.

- Experience: Minimum of five years senior and/or executive administrative support experience; demonstrated experience liaising with senior academic administrators and handling complex, confidential matters; experience with policies and procedures; two years supervisory experience and a complex, fast‑paced office environment.

- Skills: Excellent oral and written communication; effective problem solving; strong interpersonal and organizational skills; financial acuity and budget management; excellent time‑management and prioritization; proficiency in Microsoft Word, Excel, PowerPoint, Outlook and SharePoint; familiarity with online databases and web content updating; attention to detail.

- Other: Strong organizational and planning skills; independent writing and editing; high degree of tact and judgement; strong relationship skills; analytical ability; project management; ability to analyze information and prepare documents; confidentiality; ability to work independently and as part of a team; knowledge of university structures, faculty and departmental priorities and policies.

Benefits and Application

- Application Deadline: This position will remain open until filled. Applications will be reviewed continuously, and we encourage interested candidates to apply early.

- This position is a two‑year term, ending in November 2027.

- Closing Date: 12/23/2025, 11:59PM ET

- Employee Group: Salaried

- Schedule: Full‑Time

Diversity Statement

The University of Toronto embraces diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialised persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes.

Accessibility Statement

The University strives to be an equitable and inclusive community and proactively seeks to increase diversity among its community members. We are committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

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