Executive Assistant

Date Posted: 11/28/2025

Req ID: 46253

Faculty/Division: VP & Provost

Department: Office of the Vice-President & Provost

Campus: St. George (Downtown Toronto)

Description:

The Executive Assistant provides operational and administrative support, including a high level of confidential support, to the Chief Administrative Officer (CAO). The incumbent will also provide scheduling support to other DVPP Executive Directors where assigned. The EA will provide back-up to other executive assistants residing in the Office of the Vice-President and Provost and contribute to the onboarding of other executive assistants supporting Vice-Provosts.

The Executive Assistant manages all aspects of the CAO's intensive calendar, incoming and outgoing correspondence, and assesses the nature of the correspondence. The incumbent compiles briefing materials, information, and documentation of meetings and issues requiring attention, and materials for distribution. The Executive Assistant is responsible for maintaining a system of operational records, both hard copy files and electronic documents in SharePoint and generating routine reports and materials.

The Executive Assistant supports the operations of the office by participating in the coordination of mass mailings and developing communications on behalf of the CAO; orders courier services for confidential and time-sensitive documents; and monitors and orders office supplies. The incumbent actively works to ensure that deadlines and schedules are met; plans and manages small events or large meetings hosted by the CAO, including the provision of venue and catering services; and performs other duties as required pertaining to the maintenance and operation of the Office.

In addition, the incumbent provides committee and project support to the CAO and conducts research in support of various institutional initiatives.

The incumbent has daily access to confidential and sensitive information related to all areas of the University's functioning including financial, budgetary, human resources and labour relations information.

In the event of disruptions to academic operations, the incumbent plays an important role in ensuring that communications flow to and from key senior academic administrative staff within the DVPP, as well as communications from the Office of the Vice-President and Provost with the members of PDAD&C and the broader University community. The incumbent will work with fellow executive assistants to ensure operational and administrative continuity within the Office of the Vice-President and Provost during prolonged disruptions to academic operations.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality. The incumbent must present a professional image by interacting knowledgeably and courteously with a broad and diverse university community including governors, senior administrators, faculty, staff, students, and community members who come into contact with the offices of the supported executives. The incumbent must be a highly motivated and organized individual who enjoys the challenge of working in a dynamic, fast-paced environment.

Qualifications Required:

I. EDUCATION:

University degree or an equivalent combination of education and experience.

II. EXPERIENCE:

Minimum of five years' experience supporting senior executive(s). Must have experience drafting correspondence, preparing briefing packages and presentations, applying and working with policies and procedures and organizing and coordinating special events. 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.

III. 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; Proficiency in Microsoft SharePoint and Teams an asset; Demonstrated analytical and problem-solving skills.

IV. OTHER:

Strong oral and written communication, interpersonal, analytical, decision-making and organizational skills. Demonstrated ability to draft clear and concise correspondence. Strong customer-service orientation. Demonstrated initiative, accuracy and meticulous attention to detail. Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature. Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines. Ability to assimilate and interpret significant amounts of information. Ability to work effectively and professionally, both independently and within a team environment.

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

Employee Group: Salaried

Personnel Subarea:PM

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 1 - Hiring Zone: $76,641 - $89,415 - Broadband Salary Range: $76,641 - $127,734

Job Category: Administrative / Managerial