Executive Assistant

University of Toronto; Mississauga; On-site; CAD 76,000 - 90,000; Full time

Job summary

A leading Canadian university in Mississauga is seeking an Executive Assistant to the Vice-Principal, Research & Innovation. The successful candidate will provide high-level administrative support, manage complex scheduling, and handle confidential information. This position requires a university degree, at least five years of relevant experience, and strong communication and organizational skills. A commitment to customer service and teamwork is essential. This is a full-time, 14-month term position with a salary range of $76,641 - $89,415.

Qualifications

• Minimum of five years’ experience supporting senior executives, preferably in a post-secondary setting.
• Experience managing projects and handling sensitive matters effectively.
• Proficiency in drafting correspondence and preparing briefing packages.

Responsibilities

• Managing the VPRI's complex appointment schedule and ensuring timely follow-up.
• Preparing and editing complex and confidential materials.
• Drafting correspondence, reports, and presentations.

Skills

Strong oral and written communication skills

Computer competencies

Microsoft Office proficiency

Time-management skills

Problem-solving skills

Attention to detail

Education

University degree or equivalent experience

Tools

Microsoft Word

PowerPoint

SharePoint

Excel

Zoom

Adobe Acrobat Pro

Job description

Date Posted: 12/19/2025

Req ID: 46485

Faculty/Division: UofT Mississauga

Department: UTM: Office of the ViceP Research & Innovation

Campus: University of Toronto Mississauga (UTM)

Description: U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region is one of the world’s great catalysts of human potential. Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life‑changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world. This work all comes together on a spectacularly green campus, alongside the Missinihe‑ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron‑Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.

Position Summary

Under the general direction of the Vice‑Principal, Research & Innovation (VPRI) and reporting to the Manager, Finance and Research and Innovation Operations (MFRIO), Office of the Vice‑Principal Research & Innovation (OVPRI), the incumbent will provide a broad range of executive‑level and highly confidential administrative support to the VPRI to ensure the efficient and effective administrative operation of the Office.

Responsibilities

The primary responsibilities include: managing the VPRI’s complex and intensive appointment schedule; providing executive‑level administrative support by managing the flow of confidential information to and from the VPRI and ensuring timely follow‑up to requests to and from the VPRI; conducting background research and organizing materials in preparation for meetings; preparing and editing a variety of frequently complex and confidential materials; unilaterally identifying problems and resolving them either independently or in consultation with the VPRI and/or the MFRIO based on understanding of the VPRI’s priorities; ensuring that VPRI is informed of pertinent issues in a timely manner; drafting correspondence, reports, briefs/briefing notes, and presentations; and making arrangements for travel, conferences, and special events. The incumbent provides logistic and administrative support to the VPRI and is the first point of contact for internal and external interactions involving the VPRI. The incumbent is responsible for liaising with other departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, communications, and for organizing and overseeing specific events and activities.

Qualifications Required

Education: University degree or an equivalent combination of education and experience.

Experience: Must have a minimum of five years’ experience supporting senior executive(s), preferably with significant experience in a post‑secondary setting. Demonstrated experience managing projects, liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature, and working in a fast‑paced work environment. Must have experience drafting correspondence, preparing briefing packages, applying and working with policies and procedures and organizing and coordinating special events. Experience managing complex calendars and resolving calendar conflicts with other senior administrators. Experience with basic accounting and financial administration. Familiarity with the University of Toronto considered an asset, its relevant structures, policies and procedures, departmental and campus priorities, and their application.

Skills

Must demonstrate strong oral and written communication skills, computer competencies, especially with e‑mail software, and electronic calendars. Demonstrated ability with Microsoft Word, PowerPoint, SharePoint, Teams and Excel, Zoom, and Adobe Acrobat Pro.

Other

Must have superior skills in diplomatically handling inquiries from a range of internal and external contacts. Must have flexibility and adaptability to the needs of others, with the ability to cope with frequent interruptions, constantly changing priorities, and the fluctuating schedules of a number of individuals outside of the incumbent’s control. Excellent time‑management skills, managing conflicting priorities and deadlines. Professionalism, tact, discretion, sensitivity, responsiveness and meticulous confidentiality is required for this role. Superior organizational and problem‑solving skills. Commitment to excellent customer service and teamwork is required. Ability to work in a high‑pressure and fast‑paced environment. Meticulous approach to work with strong attention to detail.

***Please note, there is one position available for a 14‑month term***

Closing Date: 01/09/2026, 11:59PM ET

Employee Group: Salaried

Personnel Subarea: PM

Appointment Type: Budget - Term

Schedule: Full‑Time

Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $76,641 - $89,415 -- Broadband Salary Range: $76,641 - $127,734

Job Category: Administrative / Managerial