Executive Assistant

**Date Posted**:10/08/2024
**Req ID**: 40068
**Faculty/Division**: Vice-President & Provost
**Department**: Vice-Provost, Students
**Campus**: St. George (Downtown Toronto)

**Description**:
**Position Summary**:
The University of Toronto is embarking on an ambitious expansion and enhancement of Residences and Student Housing with the goal of attracting, retaining and supporting top graduate and undergraduate students. The development of a 10-year strategic plan for Housing on the St. George Campus that brings together a wide range of operators and stakeholders, followed by its effective implementation is the key priority for the Office of the Executive Director, Student Housing and Residence Experience in the coming years.

The Office provides leadership and coordination across housing operations on all three campuses in the areas of Policies, Assignment Processes, Rates, Student Supports and Programming. The office is responsible for the operations of centrally run (S&E) Student Residences, third-party housing and the Student Housing Office (Residence Admissions and Off Campus Housing)
Working under the direction of the Executive Director (ED), the Executive Assistant is responsible for the confidential and efficient daily operation of the Office of Student Housing and Residence Experience and accomplishes this by providing executive level support to the ED. The Executive Assistant must keep abreast of all activities and situations across the University that impacts the portfolio to knowledgeably support the ED in the resolution of issues and action items.

The incumbent provides comprehensive confidential administrative support, responsibilities include: establishing and managing business processes and systems to increase efficiency, management of a complex and heavy schedule; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting committees and taking minutes; liaising in a professional and courteous manner with all faculty, administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the ED on key issues and current events; conducting research; preparing confidential materials; arranging meetings; records management and special projects as assigned.

**Qualifications Required**:
**Education**:

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

**Experience**:

- Minimum of four years’ experience supporting senior executive(s).
- Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature.
- Experience with organizing complex meeting schedules. Knowledge about protocol, diplomacy and an excellent understanding of the University’s mission and intersection with the broader community.

**Skills**:

- Demonstrated superior writing and editing skills. Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals).
- Advanced computer skills in Microsoft Office (must be able to set up templates and macros in Word and Excel, set up Excel spreadsheets and graphics, and prepare sophisticated PowerPoint presentations), and scheduling software.
- Familiarity with Microsoft SharePoint and TEAMS an asset; Demonstrated analytical and problem-solving skills.

**Other**:

- Excellent organizational and time-management skills.
- Ability to set priorities, manage multiple tasks and projects and meet deadlines.
- Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.
- Excellent interpersonal skills: ability to work collaboratively and positively in a team setting.
- Ability to work effectively with a wide range of people and personalities (members of the University and corporate communities, students, etc.).
- Thoroughness and careful attention to detail.
- Tact, discretion, sensitivity to confidential matters.

**Closing Date**:10/23/2024, 11:59PM ET
**Employee Group**: Salaried
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:PM 1 - Hiring Zone: $75,286 - $87,834 - Broadband Salary Range: $75,286 - $125,475
**Job Category**:Administrative / Managerial