Administrative Assistant (18 month-term)

University of Toronto; Toronto; On-site; CAD 61,000 - 80,000; Full time

Job summary

A prestigious educational institution in Toronto seeks an experienced Administrative Assistant to provide high-level support to management. Responsibilities include managing schedules, liaising with internal and external contacts, and maintaining office procedures. The ideal candidate has a degree in Business Administration, 3+ years of administrative experience, and is proficient in MS Office. This full-time position offers a competitive salary within a range of $61,734 - $79,020.

Qualifications

• Minimum three years of recent experience providing administrative support to senior management.
• Demonstrated experience providing high-level administrative support and maintaining effective office systems.
• Ability to multi-task and effectively manage competing deadlines.

Responsibilities

• Provide high-level administrative support to the management team.
• Manage day-to-day scheduling requests and act as a liaison.
• Composing correspondence and organizing office records.

Skills

Proficient with MS Office 365

Strong service orientation

Effective interpersonal skills

Strong time management skills

Education

University Degree or College Diploma in Business Administration

Tools

Financial Information System (FIS)

Job description

Date Posted: 09/16/2025   Req ID: 45174   Faculty/Division: Asst VP - Operations & Services   Department: F.&S. Utilities -05   Campus: St. George (Downtown Toronto)

Description

Reporting to the Director, Utilities & Building Operations, the Administrative Assistant provides high-level administrative support to the management team of the department.

The Administrative Assistant performs all administrative functions within the Office. Major responsibilities include providing administrative support to the Director based on a thorough knowledge of office priorities as well as a strong understanding of University policies and procedures; managing day-to-day scheduling requests based on an ability to identify important and urgent issues as they arise; acting as the introductory contact in representing the Office as a liaison to the internal and external contacts; answering as well as redirecting inquiries independently based on knowledge of the Department; implementing and maintaining professional office procedures; composing correspondence for signature; and, organizing and maintaining an office records system.

Qualifications

Education:

• University Degree or College Diploma in Business Administration is preferred or a related program or equivalent combination of education and experience.
• Knowledge of Continuous Improvement and/or effective teamwork skills

Experience:

• Minimum three (3) years of recent, related, and progressive experience providing administrative support to senior management in dynamic business environments.
• Demonstrated experience providing high-level administrative support, financial administration and maintaining effective office systems is essential.
• Demonstrated experience optimizing workflow and productivity in an office environment as well as continuous improvement.
• Demonstrated experience providing administrative support such as providing senior level administrative support including administering a busy and complex calendar; preparing and monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software and online platforms to assist in the logistics of organizing meetings and events.
• Experience with office administration including coordinating space allocation, access management, ordering and maintaining supplies, handling facilities requests.
• Experience drafting, editing, and preparing a variety of written documentations and communications, including the ability to concisely summarize information and prepare correspondence.
• Well versed in developing agendas, taking minutes efficiently, recording action items in meetings, etc.
• Extensive experience creating, organizing and maintaining electronic and paper filing systems.

Skills:

• Proficient with MS Office 365 suite (Word, Excel, PowerPoint, OneDrive, SharePoint, etc.) for gathering, editing and disseminating information, scheduling meetings and resources, filing and versioning information, and more.
• Strong understanding of financial information system (FIS) is an asset
• Ability to multi-task and deal with competing deadlines effectively and deliver results with initiative and flexibility; strong time management skills
• Professional demeanor with a strong service orientation and effective interpersonal skills to effectively engage with internal and external contacts to find effective resolutions to complicated situations.

Other:

Excellent human relations skills coupled with superior verbal and written communication skills. Very strong organizational and time management skills and demonstrated ability to work independently. Ability to exercise good judgement and initiative in solving problems. Demonstrated numerical and financial aptitude. Ability to maintain a high degree of accuracy and precise attention to detail. High degree of political acumen and ability to present a positive and professional image to internal and external contacts. Ability to initiate and implement process and continuous improvements.

Note: This is an 18 month-term position.

Closing Date: 09/23/2025, 11:59PM ET

Employee Group: Salaried

Personnel Subarea: Admin./Conf.

Appointment Type: Budget - Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone: C1 -- Hiring Zone: $61,734 - $79,020 -- Broadband Salary Range: $61,734 - $96,305

Job Category: Administrative / Managerial