Executive Assistant to the Chair- (1 Year Term) University of Toronto Canada

Executive Assistant to the Chair- (1 Year Term)

Job Number: 1805396

Faculty / Division: Faculty of Applied Science and Engineering

Department: Edward S. Rogers Sr. Electrical & Computer Engineering

Campus: St. George (downtown Toronto)


Under the general direction of the Chair and the Director, Administration & Finance, the Executive Assistant is a member of the Chair’s office administrative group and provides planning and coordination to ensure that the activities of the Chair are coordinated in a proactive, professional and knowledgeable manner. The incumbent works independently, determining work priorities, based on knowledge of the Chair’s priorities and needs. Key responsibilities include: planning and coordinating the Department’s activities pertaining to academic administration (interim reviews, tenure, promotions, sabbaticals, SGS appointments, etc), interpreting University policies and procedures and liaising with senior staff throughout the Faculty and University; coordinating all details of academic searches; providing administrative support to various departmental committees; undertaking special projects; advising the Chair on key issues relative to the incumbent’s area of responsibility; coordinating the Chair’s calendar. The Executive Assistant handles inquiries independently or refers them appropriately. As a representative of the Chair, the incumbent is required to exercise a high degree of sensitivity, responsiveness and confidentiality regarding sensitive issues.



Five (5) years of related progressive administrative/executive assistance experience including experience liaising with senior administrators and faculty members, responding to and handling administrative matters of complex and sensitive nature; managing an executive’s schedule/calendar; interpreting and applying academic policies or equivalent experience with related organizational policies; and establishing and maintaining effective office systems and protocols. Knowledge of the University of Toronto’s policies and the Academic Administrative Procedures Manual is desirable.



Excellent interpersonal and written and oral communication skills; strong word processing skills, proven ability to consolidate, organize and summarize information and to prepare correspondence with minimal review. Superior service orientation and ability to deal tactfully, personably and effectively with senior academic administrators, faculty, staff and students, and members of the public. Attention to detail with an ability to manage event logistics and to coordinate multi-step committee activities. Analytical and problem solving skills to troubleshoot and resolve administrative matters, demonstrated ability to understand and apply procedures, policies and guidelines; coordinate information and arrangements with minimum oversight.



Demonstrated ability to work independently, showing initiative and good judgment. Strong organizational and time-management skills and ability to frequently adjust priorities. Strong computer skills with working knowledge of a variety of software applications. Proven attention to detail.

Travel: None

Employee Group: United Steelworkers (USW)

Appointment Type: Budget - Term

Schedule: Full-time

Pay Scale Group and Hiring Rate: USW Pay Band 11 -- $63,448 with an annual step progression to a maximum of $81,138. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Field: Administration

Job Posting: Jan 10, 2019

Job Closing: Jan 21, 2019, 12:59:00 PM

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