Assistant to the Chair

University of Toronto; Toronto; Remote; CAD 75,000 - 95,000; Full time

Job summary

The University of Toronto is seeking an Assistant to the Chair in the Department of Art History at the St. George campus (Downtown Toronto). The role coordinates academic processes, provides executive support to the Chair, and manages communications, scheduling and department records.

You will develop and distribute promotional material and oversee the department website and social media presence. The position requires an Advanced College Diploma, several years of executive assistant experience,

Qualifications

• Advanced College Diploma (3 years) or equivalent experience.
• Experience liaising with internal and external contacts.
• University setting knowledge of academic procedures and policies.
• Experience writing and editing communication materials.
• Updating digital platforms and websites.
• Strong interpersonal and written/oral communication skills.
• Travel logistics planning and events support.
• Advanced skills with O365 (Word, Excel, PowerPoint, OneDrive, SharePoint).
• Familiarity with HTML, Illustrator, Photoshop or similar tools.

Responsibilities

• Coordinate meeting schedules, agendas, materials, and follow-up items.
• Apply standards for tenure and promotion activities and academic searches.
• Collect documentation for tenure and review processes from senior leadership.
• Plan logistical details and activities for events/programming.
• Identify facility repair and maintenance needs.
• Maintain information on digital platforms and the department website.
• Edit promotional/outreach materials.
• Schedule travel plans and arrange accommodations.

Skills

Executive support

Interpersonal communication

Travel logistics

Event coordination

Digital platforms

Education

Advanced College Diploma

Tools

O365 suite

HTML

Illustrator

Photoshop

Acrobat Pro

Job description

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Date Posted: 10/02/2026
Req ID: 50417
Faculty/Division: Faculty of Arts & Science
Department: Department of Art History
Campus:St. George (Downtown Toronto)
Position Number: 00057417
Existing Vacancy: Yes

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.
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.
Founded in 1934, the Department of Art History has an international reputation for scholarly excellence. A curriculum designed around breadth, rigour, and pedagogical effectiveness has made us the largest art history department in North America by undergraduate program enrolments and a leader in reinventing art history education. The Department’s vibrant academic community, extensive library resources, and numerous connections with Toronto’s art world make it a preeminent place to explore the art of societies across history.

Your opportunity:

The Assistant to the Chair plays a key role in coordinating academic processes including academic searches, tenure, promotion and Progress-through-the-Ranks (PTR), and serves as the department’s main point of contact with FAS Academic Human Resources. The position also provides general administrative support to the Department Chair in scheduling, correspondence, and ensuring effective communication both within the department and with external contacts. The position maintains department records and provides support to administrative initiatives including with scheduling, drafting agendas, taking minutes, dissemination of information, and ensuring follow-up on action items.
The incumbent provides logistical support for departmental operations and special events, including coordinating travel and hospitality for visiting speakers. The incumbent also develops and distributes promotional material in both digital and print formats, including for special events and overall departmental information. The position oversees the departmental website and social media presence in a way that is engaging to a variety of audiences and enhances the profile of the department.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items, maintaining filing system
• Applying established standards when administering tenure and promotion activities and when administering academic search activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Determining logistical details and activities for events and/or programming
• Identifying and reporting facility repair and/or maintenance needs
• Maintaining information on digital platforms and website
• Editing promotional and/or outreach materials
• Scheduling travel plans and requesting appropriate accommodations.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years' relevant experience with related executive assistant experience including experience liaising with internal and external contacts.
• Experience in a university setting with knowledge of academic procedures and policies as well as guidelines and practices
• Relevant experience writing and editing communication materials.
• Relevant experience updating digital platforms, including websites.
• Superior interpersonal and written and oral communication skills.
• Experience planning travel logistics.
• Administrative experience supporting events.
• Advanced skill levels using O365 such as Word, Excel, PowerPoint, OneDrive and SharePoint.
• Knowledge and experience utilizing HTML, illustrator, Photoshop, Acrobat Professional, or similar web and software tools.

Assets (Nonessential):

• Experience providing academic support with academic searches, tenure, promotion faculty, and sessional lecturer review processes.
• Sound judgment, excellent decision-making and problem-solving skills

To be successful in this role you will be:

• Diplomatic
• Meticulous
• Multi-tasker
• Proactive
• Responsible

Closing Date: 10/13/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Divisional HR Office Email: [e-mail]

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.

Job descriptions are available upon request for internal applicants.

Diversity Statement

The University of Toronto embraces Diversity and is building aculture of belonging that increases our capacity to effectivelyaddress and serve the interests of our global community. Westrongly encourage applications from Indigenous Peoples,Black and racialized persons, women, persons withdisabilities, and people of diverse sexual and gender identities.We value applicants who have demonstrated a commitment toequity, diversity and inclusion and recognize that diverseperspectives, experiences, and expertise are essential tostrengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact [e-mail] .