Executive Assistant to The Chair

**Date Posted**:04/30/2025
**Req ID**: 42681
**Faculty/Division**: Faculty of Arts & Science
**Department**: Dept of Psychology
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00013009

**Description**:
**About us**:
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 in the humanities, sciences and social sciences 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.

Established in 1927, the Department of Psychology has for over a century been a top choice for those pursuing a career in psychological research. The combined expertise of our faculty spans all major areas of psychology and reflects a wide range of approaches to the study of mind, brain, and behaviour. Our department consists of a diverse and internationally recognized faculty, first-rate laboratory facilities, and a tradition of cutting-edge, collaborative research in an inspiring intellectual atmosphere. We take pride in prevailing as an important department in today’s competitive psychology research and education fields.

**Your opportunity**:
The Executive Assistant to the Chair provides a full range of executive administrative support for the Chair while working in collaboration with departmental staff and reporting to the Director, Administration and Finance. The Executive Assistant to the Chair supports and coordinates academic administration processes including academic searches, tenure, promotion and PTR. The Executive Assistant to the Chair provides support to a variety of committees including scheduling, development of agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow up on action items. The Executive Assistant to the Chair plays a central role in promoting and preserving the professional and responsive image of the Office of the Chair.

**Your responsibilities will include**:

- Providing administrative support to the Chair
- Keeping well-informed on the Chair's leadership commitments and priorities
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Writing routine documents and correspondence, such as preparing draft meeting briefs and statistical reports and summaries from data collected
- Following administrative rules and procedural instructions
- Handling sensitive and/or confidential information
- Determining logístical details and activities for events and/or programming
- Serving as a resource to others

**Essential Qualifications**:

- Advanced College Diploma (3 years) in business administration or an acceptable combination of education and equivalent experience.
- Minimum three (3) years of relevant experience providing administrative assistance to senior leaders in a post-secondary academic department, including liaising with senior administrators and faculty members in the coordination of academic processes.
- Experience managing complex calendars for senior leaders.
- Experience providing administrative assistance on academic processes such as academic searches and/or recruitment; renewed cross-appointments, status-only, visiting professors and part-time appointments; Interim/Probationary Reviews; Tenure/Continuous Status Reviews and Promotions, and drafting faculty employment letters.
- Experience establishing and maintaining effective office systems and protocols.
- Experience reviewing and verifying detailed financial information for approval by senior leaders, including expense claims and invoices.
- Experience scheduling committee meetings.
- Experience managing events logistics including but not limited to scheduling committee meetings, ordering catering and booking rooms.
- Experience preparing detailed reports for leadership review and decision-making.
- Advanced skills with Adobe Acrobat, AMS (HRIS), and Recruitment systems.
- Advanced skills in Office 365 (e.g., Word, Excel, SharePoint, OneDrive, Outlook, Teams).
- Excellent oral and written communication skills as well as interpersonal skills.
- Meticulous organizational skills and fine attention to detail.
- Demonstrated initiative and problem-solving orientation.
- Demonstrated ability to exercise tact, good judgment and diplomacy when dealing with students, faculty and staff.
- Proactive with the ability to identify and anticipate the needs of others while also managing competing priorities in order to meet deadlines.
- Ability to