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 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.

Your Opportunity:

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 at the Faculty of Arts & Science. 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. The broad scope of this position is driven by the complex range of responsibilities undertaken by the Dean and the CAO.

Major responsibilities include the efficient and effective operation of the Dean's Office by planning, managing, coordinating and implementing administrative activities; providing a high level of executive administrative support to the Dean in areas such as academic matters, administrative matters, labour relations and procedural matters requiring a thorough knowledge of Faculty priorities as well as a strong understanding of University policies and procedures; planning and managing the search process for department chairs and academic unit directors; accommodating requests to meet with the Dean based on instructions from the Dean and the ability to identify urgent matters of high importance – redirecting inquiries and issues as appropriate based on knowledge of the Dean's Office and the Faculty of Arts & Science; implementing and maintaining highly effective and professional office procedures in a complex, high volume environment; ensuring the administrative operations of the Dean's Office meet the needs of the Dean; resolving issues and answering inquiries independently based on the understanding of the Dean's portfolio and priorities; ensuring the Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports; maintaining positive relations and communicating with a wide variety of internal and external contacts; independently composing complex and sensitive correspondence for the Dean's signature; tracking and managing data and office expenses; anticipating administrative requirements in order to be proactive and supportive of the Dean's activities; providing guidance and direction to direct reports. The Executive Assistant manages and monitors the office budget, computer equipment and software needs in the Office of the Dean; explores and develops new and innovative initiatives for cost savings, shared resources and greater administrative efficiency, making appropriate recommendations.

QUALIFICATIONS REQUIRED:

1. EDUCATION:

University degree or an equivalent combination of education and experience.

2. EXPERIENCE:

Minimum of five years senior and/or executive administrative support experience.

Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature.

Experience applying and working with policies and procedures. Experience establishing and maintaining effective office systems and protocols. Two years supervisory experience. Experience in a complex, fast-paced office environment.

3. SKILLS:

Demonstrated oral and written communication skills; effective problem solving. Excellent interpersonal, communications, organizational and analytical skills. Financial acuity, decision-making around resource allocation and ability to manage budgets. Must have excellent time-management skills, and ability to manage conflicting priorities and deadlines. Excellent knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint, including other productivity and project management software. Familiarity with the online databases and comfortable with web content updating. Demonstrated attention to detail and accuracy.

4. OTHER:

Strong organizational and planning skills. Strong independent writing and editing skills. Ability to deal in a responsive, highly professional and timely manner with contacts on behalf of the Dean. Ability to exercise a high degree of tact and judgement. Strong relationship skills and ability to effectively and positively interact with all levels of University administration. Strong analytical ability. Demonstrated excellent project management skills. Ability to analyze information and prepare documents within the parameters set by the Dean. Excellent communication skills. Demonstrated ability to track, manage and compile information and data. Ability to work under the pressure of multiple deadlines and conflicting priorities. Demonstrated ability to maintain strict confidentiality. Must be able to work independently and as part of a team. The incumbent requires a strong knowledge and understanding of University structures, Faculty and Departmental priorities as well as a strong understanding of University/Faculty policies and procedures.

Notes:

• 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

Personnel Subarea:PM

Appointment Type: Budget - Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 2 - Hiring Zone: $83,560 - $97,486 - Broadband Salary Range: $83,560 - $139,264

Job Category: Administrative / Managerial