Executive Assistant & Academic Appointments Coordinator

University Of Toronto; Toronto; On-site; CAD 70,000 - 91,000; Full time

Job summary

A leading university in Toronto is seeking an Executive Assistant & Academic Appointments Coordinator. This role involves managing the Chair's Office, providing administrative support for academic searches, and ensuring efficient operations. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and the ability to work collaboratively. Strong communication skills and experience in an academic setting are essential for success in this dynamic role.

Qualifications

• Minimum three years’ related experience, preferably within an academic institution.
• Experience supporting senior leadership and managing complex calendars.

Responsibilities

• Manage the Chair’s calendar and arrange travel arrangements.
• Support academic searches and tenure review processes.
• Take minutes for senior level committees.

Skills

Communication

Organizational Skills

Problem Solving

Customer Service

Education

Advanced College Diploma

Tools

MS Office Suite

MS Excel

Laserfiche

Job description

Date Posted: 05/12/2025
Req ID: 41870
Faculty/Division: Temerty Faculty of Medicine
Department: Rehabilitation Sciences Sector
Campus:St. George (Downtown Toronto)
Position Number: #

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 Rehabilitation Sciences Sector (RSS) in the Temerty Faculty of Medicine is a worldleader in the delivery of rehabilitation sciences health professional programs and research. The RSS is comprised of four essential departments: Department of Occupational Science and Occupational Therapy (OSOT), Department of Physical Therapy (PT), Rehabilitation Sciences Institute (RSI), and the Department of Speech-Language Pathology (SLP).

As Executive Assistant & Academic Appointments Coordinator, you will ensure an effective and efficient operation of the Chair's Office and provide high quality administrative support in the areas of academic searches, appointments, reviews and promotions. You will be entrusted with a wide variety of administrative tasks that require a great deal of tact, attention to detail and adaptability within an unpredictable environment. Your proven ability to gather and interpret key policies and relevant information from multiple sources will ensure that that we continue to support our committed health professionals.
Your responsibilities will include:

-Acting as the first point of contact and triaging inquiries
-Managing the Chair’s calendar, arranging travel arrangements and drafting correspondence on behalf of the Chair
-Providing support for academic searches and appointments including tracking the status of applications, uploading documents to the applicant tracking system, circulating documents, collecting feedback from search committee members and preparing contracts using templates
-Providing support to the tenure and review process by implementing plans and process improvements for tenure and review activities, collecting feedback from committee members, preparing draft statistical reports and summaries, collecting and filing dossier materials and passing on dossiers for review
-Supporting senior level committees, including agenda preparation, minute taking and following up on actionable items


Essential Qualifications:

-Advanced College Diploma (3 years) or acceptable combination of equivalent experience
-Minimum three (3) years’ related experience, preferably within an academic institution
-Demonstrated experience supporting senior leadership, including managing complex calendars, coordinating travel arrangements and booking accommodations
-Demonstrated experience providing support for academic searches, appointments, promotions and reviews
-Experience writing and editing correspondence materials and preparing status reports
-Experience coordinating events
-Experience supporting committees, including demonstrated proficiency in taking complex minutes independently, with little editing required
-Advanced technical skills in MS Office Suite, particularly MS Excel and Laserfiche
-Must have strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information of a complex nature
-Must be an effective problem solver and have exceptional organizational and time management skills, with an ability to work under pressure and balance competing priorities
-Demonstrated ability to work effectively with diverse groups, understand the value of diversity and inclusion in the workplace and must be an advocate for equity
-Superior customer service skills; ability to work effectively with faculty members and other key stakeholders
-Ability to interpret policies and guidelines and develop processes and procedures
-Demonstrated ability to work independently and also collaboratively in a team environment
-Possess tact, discretion and good judgement in dealing with confidential information. Receptive to new ideas and approaches, adapts well to change; demonstrated ability to take initiative to improve processes
-High degree of personal integrity and honesty

To be successful in this role you will be:



-Approachable
-Communicator
-Meticulous
-Organized
-Team player


Closing Date: 05/23/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:

USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Andrea Varicak

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged , and their lived experience shall be taken into consideration as applicable to the posted position.