Executive Assistant & Academic Appointments Coordinator

University of Toronto; Toronto; On-site; CAD 75,000 - 96,000; Full time

Job summary

The University of Toronto's Temerty Faculty of Medicine seeks an Executive Assistant & Academic Appointments Coordinator to ensure the Chair's Office runs smoothly, supporting searches, appointments, tenure, and review processes with high discretion. You will liaise closely with faculty, committees, and stakeholders in a fast-paced environment.

Responsibilities include managing complex calendars, coordinating meetings and travel, drafting communications, maintaining confidential records, and

Qualifications

• Advanced College Diploma (3 years) or equivalent experience.
• Senior administrative experience supporting executives in university/healthcare.
• Experience supporting academic searches, appointments, tenure, and reviews.
• Ability to draft/edit communications, agendas, and reports with discretion.
• Proven track record coordinating committees, events, and travel.

Responsibilities

• Provide executive and administrative support to the Chair, including calendars and correspondence.
• Coordinate academic search and appointment activities, interviews, and materials.
• Support tenure, promotion, and academic review processes with confidential records.
• Draft and edit communications, newsletters, websites, handbooks, and reports.
• Coordinate agendas, minutes, travel arrangements, and event logistics.

Skills

Executive support

Calendar management

Communication

Discretion

Policy interpretation

Website maintenance

Event coordination

Records management

Independent work

Education

Advanced College Diploma (3 years)

Tools

Laserfiche

SuccessFactors

Microsoft Office

Video conferencing platforms

Job description

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Executive Assistant & Academic Appointments Coordinator

Date Posted: 10/08/2026
Req ID: 50488
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Pharmacology and Toxicology
Campus:St. George (Downtown Toronto)
Position Number: 00056146
Existing Vacancy: Yes

Description:

About us:
Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.
Your opportunity:
The Department of Pharmacology & Toxicology is among the oldest in North America. We are one of the top Pharmacology and Toxicology Departments in the world due to our high quality research and education. We offer training in pharmacology and toxicology to both undergraduate and graduate students who may subsequently go on to do exciting research, regulatory and administrative careers in academic, industrial, and healthcare provision settings.
As Executive Assistant & Academic Appointments Coordinator, you will ensure the effective and efficient operation of the Chair's Office while providing high-quality administrative support for academic searches, appointments, tenure, promotion, and review processes. Working closely with faculty members, academic leaders, committees, and stakeholders, you will coordinate a broad range of academic and administrative activities that require exceptional attention to detail, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced environment. Your ability to interpret policies, coordinate complex processes, and maintain confidential information will help support the Department's academic mission and strategic priorities.

Your responsibilities will include:

• Providing executive and administrative support to the Chair, including managing complex calendars, coordinating meetings and correspondence, monitoring deadlines, arranging travel, preparing materials, and acting as a first point of contact for enquiries
• Coordinating academic search and appointment activities, including supporting faculty recruitment processes, tracking applications, coordinating interviews and academic presentations, managing recruitment documentation, collecting committee feedback, and preparing appointment-related materials
• Supporting tenure, promotion, and academic review processes, including collecting and managing documentation, maintaining confidential records, coordinating committee review activities, preparing reports and summaries, and ensuring adherence to established policies, procedures, and deadlines
• Supporting communications and information management activities, including drafting and editing correspondence, newsletters, websites, handbooks, and other communications materials; maintaining records and databases; and preparing reports and statistical summaries
• Coordinating committee and operational activities, including preparing agendas and minutes, tracking action items, supporting committee processes, coordinating departmental event logistics and travel arrangements, processing expense reimbursements, and providing guidance on administrative procedures and practices

Essential Qualifications:

• Advanced College Diploma (3 years) or an acceptable combination of equivalent experience
• Minimum three (3) years of related experience in a senior administrative role, preferably in a university, healthcare, or research environment
• Demonstrated experience providing executive-level administrative support, including managing complex calendars, coordinating meetings, and supporting senior leaders
• Demonstrated experience supporting academic searches, appointments, promotion, tenure, review, or other faculty affairs processes
• Experience coordinating committees, including agenda preparation, minute taking, and follow-up on action items
• Experience drafting, editing, proofreading, and formatting correspondence, reports, presentations, and communications materials
• Experience coordinating events, interviews, travel arrangements, and academic programming activities
• Experience maintaining records, databases, and confidential information with a high degree of accuracy and discretion
• Experience interpreting and applying policies, procedures, and guidelines, and providing guidance on their application
• Experience maintaining websites, digital platforms, or online information resources
• Advanced proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint) and virtual meeting platforms
• Strong organizational and time-management skills with the ability to manage multiple competing priorities and deadlines
• Excellent written and verbal communication skills, including the ability to communicate and summarize complex information clearly and concisely
• Strong problem-solving skills, attention to detail, and ability to exercise tact, discretion, sound judgment, and confidentiality
• Demonstrated ability to work independently and collaboratively in a team environment

Assets (Nonessential):

• Familiarity with Temerty Faculty of Medicine and affiliated hospital policies and procedures
• Experience with document management systems such as Laserfiche and applicant tracking systems such as SuccessFactors

To be successful in this role you will be:

• Meticulous
• Organized
• Responsible
• Tactful

Closing Date: 10/19/2026, 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] .