Executive Assistant

University of Toronto; Toronto; On-site; CAD 75,000 - 88,000; Full time

Job summary

The University of Toronto seeks an Executive Assistant for its Real Estate Office. The role involves managing the office's operations, providing high-level administrative support to the Managing Director, and facilitating communication across the University. Ideal candidates will demonstrate strong organizational and interpersonal skills, with a commitment to supporting the University’s mission.

Qualifications

• Minimum of four years’ experience supporting senior executive(s).
• Experience in drafting correspondence, preparing presentations, and organizing special events.
• Demonstrated experience liaising with senior administrators on sensitive matters.

Responsibilities

• Provide comprehensive administrative support to the Managing Director.
• Manage a complex schedule and prepare presentation materials.
• Liaise with faculty, administrative staff, and external parties in a professional manner.

Skills

Writing and editing

Communication

Analytical skills

Problem-solving

Organizational skills

Interpersonal skills

Education

University degree or equivalent

Tools

Microsoft Office

Microsoft SharePoint

Scheduling software

Job description

Faculty / Division : VP, Operations and Real Estate Partnerships

Campus : St. George (Downtown Toronto)

Description :

The remarkable growth of Toronto has placed an acute focus on the University of Toronto’s real estate assets across all three campuses. These assets are limited, requiring strategic utilization to ensure that the University’s long term academic vision is preserved and enhanced. Most recently, the University has developed its “Four Corners” policy framework that sets forth the ambitious double bottom line goal of activating its real estate assets to address critical need for on-campus housing, office / innovation space, retail, and other amenities, while also generating a sustainable source of revenue for the University. The University of Toronto’s Real Estate division is responsible for executing such policy framework, including evaluating the strategic developing properties on its own in addition to partnership opportunities presented to the University by outside developers and landowners.

Working under the direction of the Managing Director (MD), the Executive Assistant is responsible for the confidential and efficient daily operation of the Real Estate Office and accomplishes this by providing executive level support to the MD. The Executive Assistant must keep abreast of all activities and situations across the University that impacts the portfolio to knowledgeably support the MD 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; 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 MD on key issues and current events; conducting research; preparing confidential materials; arranging meetings; records management and special projects as assigned.

Essential Qualifications :

EDUCATION :

• University degree 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.

Closing Date : 01 / 29 / 2025, 11 : 59 PM ET

Employee Group : Salaried

Appointment Type : Ancillary Operations

Schedule : Full-Time

Pay Scale Group & Hiring Zone : PM 1 Hiring Zone : $75,286 - $87,834 Broadband Salary Range : $75,286 - $125,475

Job Category : Administrative / Managerial

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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.

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 [emailprotected] .

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