Executive Assistant to the Office of Advancement Counsel

Date Posted: 01/15/2026

Req ID: 46633

Faculty/Division: VP - Division of University Advancement

Department: Advancement Services

Campus: St. George (Downtown Toronto)

Description:

Position Summary:

Working independently under the general direction of the Counsel, Business Affairs and Advancement and the Executive Director of the Office of the Advancement Counsel, the Executive Assistant supports complex legal and highly sensitive and confidential issues relating to portfolios of the VP Advancement. The Executive Assistant provides executive administrative support related to the Counsel's responsibilities on financial and legal issues: maintains a comprehensive calendar, prepares background material, drafts complex communication materials/correspondence, serves as the point person with stakeholders, develops and drafts meeting schedules, agendas, meeting packets, and minutes.

In addition, the incumbent provides administrative support to the Office of the Counsel: coordinates university signatures for gift agreements, provides information relating to donations and strategic business directions, drafts confidential correspondence relating to University business decisions, provides information and support during confidential University negotiations (e.g., negotiations with outside suppliers; negotiations with entities that the University may acquire or enter into relationships with, including employee entitlements when units join or separate from University), assists the Director with the tracking, filing, preparation and distribution of major gift agreements as required, coordinating naming approvals, governance reporting, annual meetings, conferences and events, tracking and reconciling donations, responds to inquiries from U of T staff, donors and potential donors, prepares monthly and year-end reports for the Associates of the University of Toronto, and assists with special projects.

Qualification Required:

Education:

• University degree or acceptable equivalent combination of education and experience.

Experience:

• Minimum five (5) years' experience in progressively responsible senior administrative roles.
• Experience working in an academic environment and/or with fundraising environment preferred.
• Technical experience managing and organizing a high volume of electronic files preferred.
• Experience working with technical information and databases an asset.
• Proven success in providing superior service and support in a busy, demanding environment.
• Knowledge of the University structure and senior administration an asset.

Skills:

• Superior word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint.
• Experience with databases, digital and electronic file management systems, digital signature solutions, computerized scheduling software, email and internet.

Other:

• Exceptional knowledge of University policies and procedures, and decision-making processes.
• Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem-solving skills.
• Demonstrated ability to draft clear and concise correspondence.
• Strong customer-service orientation.
• Demonstrated initiative, accuracy, leadership 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: 01/29/2026, 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