Executive Assistant, Assistant Vice-President University of Toronto, Division of University Advancement Canada

Executive Assistant, Assistant Vice-President

Job Number: 1900896

Faculty / Division: Division of University Advancement

Department: Division of University Advancement

Campus: St. George (downtown Toronto)


Under general supervision, the incumbent provides comprehensive administrative support to the Assistant Vice-President, University Development in all matters relating to the smooth running of the Assistant Vice-President’s immediate office and maintains excellent relations with the senior members of the DUA management team and other executive offices within the university including all constituencies.


The incumbent provides executive administration related to the AVP's responsibilities, provides administrative support to the Office University Development, communication, relationship management and project support. Duties include: maintains a comprehensive calendar, prepares background material, drafting complex communication materials/correspondence, serves as the point person with donors, volunteers and senior administrative officers, develops and drafts meeting schedules, agendas, meeting packets, and minutes. In addition, the incumbent serves as the first point of contact and is a key administrative representative for the University Development office; maintaining positive relations with internal and external stakeholders. The incumbent liaises with various senior level administrators on a variety of highly confidential issues and works in collaboration with various campus departments in accomplishing duties. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness and absolute confidentiality. The incumbent must present a professional image of the Office and the University by interacting knowledgeably and courteously with the many people including donors, volunteers, senior administrators, faculty, staff, students and community members. The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.



University degree or acceptable equivalent combination of education and experience.


Minimum five (5) years’ experience in progressively responsible senior administrative roles. Experience working in an academic environment and/or with fund-raising environment preferred. Intensive experience using scheduling software. Experience working with technical information 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.


Superior word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint. Experience with computerized scheduling software, email and internet.


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.

Travel: None

Notes: Hours of work: 8:45 am - 5:00 pm, Monday to Friday.Some overtime required as necessary.

Employee Group: Professional / Managerial

Appointment Type: Budget - Continuing

Schedule: Full-time

Pay Scale Group and Hiring Rate: PM 1 -- Hiring Zone: $63,441 - $74,014 -- Broadband Salary Range: $63,441 - $105,734

Job Field: Administration

Job Posting: Mar 8, 2019

Job Closing: Mar 29, 2019, 11:59:00 AM

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