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Executive Assisstant to the Director
3 weeks ago
Date Posted: 12/16/2025
Req ID: 46434
Faculty/Division: Faculty of Arts & Science
Department: Ctr for Industrial Relations
Campus: St. George (Downtown Toronto)
Position Number:
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.
Since 1965, the Centre for Industrial Relations and Human Resources has brought together professors from many different disciplines and departments at the University of Toronto to teach and conduct research on all aspects of the workplace and employment relationships. The CIRHR faculty reflect the depth, breadth, and diversity of our university. The CIRHR is located in a historic home with administrative and faculty offices, an on-site library, student computer facilities, study space and a classroom.
Your opportunity:
Reporting to the Centre Manager, the Executive Assistant (EA) to the Director provides a full range of executive administrative support for the Director while working in collaboration with departmental staff and reporting to the Centre Manager. The EA to the Director supports and coordinates academic administration processes, including academic searches, tenure, promotion, and Progress Through the Ranks (PTR). The EA also provides support to frontline activity, financial processing and 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 EA plays a central role in promoting and preserving the professional and responsive image of the Centre for Industrial Relations & Human Resources.
Your responsibilities will include:
- Providing executive administrative support to the Director
- Following administrative rules and procedural instructions
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Applying established standards when administering appointment, promotion and academic search activities
- Collecting documentation required to carry out the tenure and review processes from senior leadership
- Preparing draft statistical reports and summaries from data collected
- Determining logistical details and activities for events and/or programming
- Writing routine documents and correspondence, such as preparing draft meeting briefs and statistical reports and summaries from data collected
- Processing accounts receivable according to the University Guide to Financial Management
- Processing expense reimbursements
Essential Qualifications:
- Advanced College Diploma (3 years) in business administration or an acceptable combination of education and equivalent experience.
- Minimum three (3) years of recent and relevant experience providing executive 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.
- Working Experience in the University's Administrative Management Systems AMS such as FIS and HRIS; or similar.
- Experience reviewing and verifying detailed financial information for approval by senior leaders, including expense claims and invoices.
- Experience establishing and maintaining effective office systems and protocols.
- Experience scheduling committee meetings.
- Experience managing events logistics includes 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.
- 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 work effectively and professionally, both independently and within a team environment.
- Demonstrated flexibility and adaptability within a constantly changing environment.
Assets (Nonessential):
- Experience working with U of T and Faculty of Arts & Science programs.
- Familiarity with the program offerings at the Centre for IR&HR is an asset
To be successful in this role you will be:
- Communicator
- Multi-tasker
- Organized
- Problem solver
- Procedural
- Punctual
- Resourceful
- Team player
This role may be eligible for an Alternative Work Arrangement in accordance with the University of Toronto's Alternative Work Arrangements Guideline.
Closing Date: 01/11/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.
