Executive Assistant

University of Toronto - Toronto, ON (24 days ago)

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Under the direction of the Chief Strategy Officer, and working closely with the Special Advisor to the President and Provost, the Executive Assistant will provide a high level of executive secretarial and confidential administrative support to these senior members of the Office of the President. In addition to managing the calendar, the incumbent provides project, logistic and administrative support to the Chief Strategy Officer as well as the Special Advisor to the President and Provost. The incumbent also provides secretariat support to committees as required. The incumbent develops communication materials, undertakes research on a variety of topics, develops presentations (including PowerPoint), and extracts and analyzes data from ARBOR, the system of record for U of T alumni, friends, and donors.

The incumbent will have daily access to confidential and sensitive information related to all areas of the University’s functioning including financial, budgetary, and human resources information.

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 in the Office of the President by interacting knowledgeably and courteously with the many people including governors, senior administrators, faculty, staff, students, donors and community members who come into contact with the Office of the President. The incumbent must be a highly motivated, flexible and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.


University degree or an equivalent combination of education and experience.

Six to Eight (6-8) years of senior secretarial experience required, preferably within a post-secondary or government environment. Demonstrated senior secretarial ability in a dynamic senior executive office.

Proficiency with MS Office (including Outlook) experience using databases as well as project management tools such as Gantt charts; familiarity with Microsoft Sharepoint an asset. Familiarity with databases, including ARBOR.

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.

Travel: None

This posting is scheduled to close on November 25, 2019 at 11:59:00 PM EST.