Administrative Assistant

University of Toronto; Toronto; On-site; CAD 60,000 - 78,000; Full time

Job summary

A leading Canadian university in Toronto is seeking a Full-Time Administrative Assistant. This role involves supporting the Chair's Office by managing communications, coordinating event logistics, and maintaining office organization. The ideal candidate should have strong communication skills and experience in providing administrative support within an academic setting. This position offers a competitive salary and encourages applications from diverse communities. Closing date for applications is January 6, 2026.

Qualifications

• Minimum two years recent and related administrative and clerical work experience, preferably in an academic environment.
• Experience providing routine answers to a wide variety of stakeholders.
• Experience with event logistics support, including travel and catering arrangements.

Responsibilities

• Providing administrative support to the Chair's Office.
• Greeting and directing visitors.
• Coordinating event logistics and documentation.

Skills

Strong oral and written communication skills

Strong customer service skills

Excellent MS Office skills

Excellent organizational and interpersonal skills

Intermediate data entry skills

Education

College Diploma (2 years) or equivalent experience

Tools

MS Office (Word, Excel, Outlook)

SharePoint

OneDrive

Job description

Date Posted: 12/17/2025
Req ID: 46435
Faculty/Division: Faculty of Arts & Science
Department: Dept of Mathematics
Campus: St. George (Downtown Toronto)

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.

The Department of Mathematics is consistently ranked as one of the best in Canada. As a part of the University of Toronto, our faculty comprise a unique blend of established intellectuals and early-career researchers. Our department members include numerous award-winning faculty with outstanding accomplishments and leading research within a field that requires critical thinkers who analyze, assess and problem solve.

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.

Your opportunity:

Under the supervision of the Senior Administrative Coordinator, Chair's Office, the incumbent provides administrative support to the Chair's Office. Duties include: greeting and directing visitors; answering routine inquiries and referring as appropriate; sorting and distributing mail; assists with the coordination of documentation for tenure review and PTR processes; assists with event and committee planning; schedules travel plans; arranges for catering; assists with audio-visual set up and maintenance and meeting minutes; and provides general administrative assistance during peak periods.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Liaising with contacts to ensure consistent administration procedures are followed
• Writing routine documents and correspondence
• Collating and organizing data for various reports
• Determining logistical details and activities for events and/or programming
• Implementing plans and process improvements for events and related activities
• Setting-up and maintaining audio/visual systems
• Making minor purchases

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years recent and related administrative and clerical work experience, preferably in an academic environment.
• Experience providing routine answers to a wide variety of stakeholders.
• Experience with event logistics support, including room bookings, travel and accommodation, and catering arrangements.
• Experience setting up, maintaining and using audio-visual equipment.
• Experience making minor purchases and collaborating on cost estimates.
• Experience preparing draft letters and correspondence.
• Experience generating reports.
• Experience maintaining a calendar.
• Strong oral and written communication skills.
• Strong customer service skills with a demonstrated ability to interact with people in a tactful, polite, professional and diplomatic way.
• Excellent MS Office skills (e.g. Word, Excel and Outlook).
• Experience with SharePoint and OneDrive and file-sharing software/platforms.
• Excellent organizational and interpersonal skills.
• Intermediate data entry skills.

To be successful in this role you will be:

• Accountable
• Organized
• Resourceful
• Team player

Closing Date: 01/06/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $60,237. with an annual step progression to a maximum of $77,035. 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.