Executive Assistant

University of Toronto; Toronto; Hybrid; CAD 76,000 - 90,000; Full time

Job summary

A leading educational institution in Toronto is seeking an Executive Assistant to provide high-level administrative support to the Executive Director. Responsibilities include managing schedules, preparing presentations, and liaising with faculty and staff. Ideal candidates will possess a university degree in Business and at least four years of experience in executive support. Strong communication and organizational skills are essential. This role offers a hybrid work arrangement.

Qualifications

• Minimum of four years' experience supporting senior executive(s).
• Experience drafting correspondence, preparing packages and presentations.
• Knowledge about protocol, diplomacy, and understanding of the University’s mission.

Responsibilities

• Provide executive level support to the Executive Director.
• Manage complex and heavy schedules for senior leadership.
• Prepare presentation materials and meeting notes.

Skills

Superior writing and editing skills

Advanced computer skills in Microsoft Office

Excellent organizational and time-management skills

Interpersonal skills

Problem-solving skills

Education

University degree in Business or equivalent

Tools

Microsoft Office

Microsoft SharePoint

Microsoft TEAMS

Job description

Executive Assistant

Date Posted: 08/07/2025
Req ID: 44693
Faculty/Division: UofT Mississauga
Department: UTM: Facilities, Management & Planning
Campus: University of Toronto Mississauga (UTM)

Description:

Working under the direction of the Executive Director (ED), the Executive Assistant is responsible for the confidential and efficient daily operation of the Digital & Physical Infrastructure (DPI) Portfolio and accomplishes this by providing executive level support to the ED and DPI senior leadership. The DPI portfolio consists of the Department of Facilities, Management & Planning, Campus Safety and I&ITS. The Executive Assistant must keep abreast of all activities and situations across the Campus that impacts the DPI portfolio to knowledgeably support the ED in the resolution of issues and action items. The incumbent provides comprehensive confidential administrative support, responsibilities include: establishing and managing business processes and systems to increase efficiency, management of a complex and heavy schedule and multiple calendars for DPI senior leadership; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting committees and taking minutes; liaising in a professional and courteous manner with all faculty, administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the ED on key issues and current events; conducting research; preparing confidential materials; arranging meetings; records management and special projects as assigned. MINIMUM QUALIFICATIONS: EDUCATION: University degree in Business or an equivalent combination of education and experience. EXPERIENCE: Minimum of four years’ experience supporting senior executive(s). Must have experience drafting correspondence, preparing briefing packages and presentations, applying and working with policies and procedures and organizing and coordinating special events. Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience with organizing complex meeting schedules. Knowledge about protocol, diplomacy and an excellent understanding of the University’s mission and intersection with the broader community. SKILLS: Demonstrated superior writing and editing skills. Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals). Advanced computer skills in Microsoft Office (must be able to set up templates and macros in Word and Excel, set up Excel spreadsheets and graphics, and prepare sophisticated PowerPoint presentations), and scheduling software; Familiarity with Microsoft SharePoint and TEAMS an asset; Demonstrated analytical and problem-solving skills. OTHER: Excellent organizational and time-management skills. Ability to set priorities, manage multiple tasks and projects and meet deadlines. Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment. Excellent interpersonal skills: ability to work collaboratively and positively in a team setting; ability to work effectively with a wide range of people and personalities (members of the University and corporate communities, students, etc.). Thoroughness and careful attention to detail. Tact, discretion, sensitivity to confidential matters. NOTE: This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 08/13/2025, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
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

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Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening 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].

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