Executive Assistant, CMO, CPO and Advancement

University of Toronto; Ontario; On-site; CAD 53,000 - 69,000; Part time

Job summary

A leading university is seeking an Executive Assistant to support senior directors in various departments. This role involves managing calendars, coordinating meetings, and facilitating communications. Ideal candidates will have an Advanced College Diploma and experience in administrative support within higher education. The position supports multiple departments to enhance organizational effectiveness.

Qualifications

• Minimum 3 years of experience in higher education.
• Experience in providing administrative support to senior staff.
• Strong proficiency with Microsoft Office and Teams.

Responsibilities

• Managing calendars and coordinating meeting schedules.
• Responding to inquiries and providing administrative support.
• Supporting event logistics and departmental collaboration.

Skills

Organizational skills

Communication skills

Attention to detail

Project management

Education

Advanced College Diploma

Tools

Microsoft Office

Microsoft Teams

Asana

Job description

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Executive Assistant, CMO, CPO and Advancement

Date Posted: 06/02/2025
Req ID: 43210
Faculty/Division: VP & Provost
Department: Hart House
Campus:St. George (Downtown Toronto)
Position Number: 00051359

Description:

About us:

Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and members of the broader community connect with each other and the world. Through an array of co- curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learning opportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

This role will provide support for Advancement, Information Services, Marketing and Communications as well as Programming at Hart House:

The Hart House Advancement team aims to sustain and enhance Hart House’s mission, leadership, and impact by meaningfully engaging alumni and private sector constituents in Hart House’s mission, building mutually beneficial relationships of increasing value and satisfaction over time. The team’s primary goals are to increase fundraising revenues and alumni engagement as full partners of Defy Gravity: The Campaign for the University of Toronto.

Information Services performs the administrative functions related to a wide range of services and sales offerings for Hart House – e.g. registration for classes, memberships sign-ups, ticket sales for Hart House Theatre, reservations for the Hart House Fitness Centre – as well as providing general information about Hart House.

The Marketing and Communications department develops and implements marketing and communication plans, strategies and tactics to support the strategic goals of Hart House. We use a wide range of strategies to build lasting connections with our diverse audience groups including students, faculty, staff, alumni, donors, clients, members and the broader community.

The Hart House Programming department is a key contributor to an inclusive, curious, and welcoming campus environment. We work with others to create spaces and programming that invite the next generation of thinkers, doers and citizens to propel their ideas into action from the personal to the global. We directly engage U of T students in innovative and experiential learning opportunities and facilitate engagement in revenue generating services for non-student clients. Our team of professionals supports student growth, identity development, community connections and transferrable professional and leadership skills through hands-on activities and programs. We support student-led groups which provide programs and activities for students and the wider community in the areas of dialogue, arts, culture, and well-being.

This role intersects closely with multiple departments across the organization, ensuring that messaging and information is effectively conveyed to alumni, and supporters in addition to clients for all of our services. It also plays an important role in facilitating community engagement with Hart House programs, and supports alignment across these departments, ensuring that student, alumni and supporters and community clients can have seamless access to information and programming.

Your opportunity:

Under the guidance of the Senior Director and Chief Marketing Officer (CMO) and the Senior Director and Chief Program Officer (CPO), the incumbent will provide administrative support for both Senior Directors including and but not limited to management of their calendars, setting up meetings, agendas, minutes and attend to any follow up actions required for Information Services, Marketing and Communications department and the Programming department as assigned by the two Senior Directors. The successful candidate will lead and support the implementation of a variety of projects and initiatives in these departments. This position will triage all inquiries to the communications department, directly answer them or direct them to staff in the department as appropriate. The position will also support the Programming department in the development and delivery of in-person or virtual events in support of Hart House’s mission. In addition, under the guidance of the Associate Director, Advancement, incumbent will support inputting various Hart House registration data into enterprise-wide advancement database.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Maintaining senior staff calendars
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Determining the logistics required for the implementation of communication initiatives
• Liaising with departmental staff to support content development
• Determining logistical details and activities for events and/or programming
• Creating and updating records
• Collating and organizing data for various reports

Essential Qualifications:

• Advanced College Diploma
• Minimum 3 years’ experience working in higher education
• Demonstrated experience in providing administrative support to more than one senior staff at the same time
• Demonstrated experience in organizing, coordinating and collaborating with multiple departments including programming, communications and customer service to implement projects
• Strong administrative and organizational skills; accuracy and attention to detail
• Excellent written and verbal communication skills; ability to relate well with students, internal partners and clients
• Demonstrated commitment to equity, diversity and inclusion in all work responsibilities and in collaborative workplace practices
• Experience with website content management system and support publishing digital content
• Solid project management skills and experience
• Solid proficiency with Microsoft Office and Microsoft Teams

Assets (Nonessential):

• Project management related qualifications
• Proficiency with project management software, Asana

To be successful in this role you will be:

• Adaptable
• Diplomatic
• Meticulous
• Motivated
• Self-learner
• Team player

Notes :

• This is a 18-month term position from July 2025 to January 2027
• A cover letter must accompany your application

Closing Date: 06/18/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Part Time 80% FTE (Monday – Thursday 9:30am – 4:30pm, Friday 9:30am – 3:30pm)

Pro-Rated Pay Scale Group & Hiring Zone: USW Pay Band 09 -- $53,372 with an annual step progression to a maximum of $68,255. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dilini Perera

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.

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 seehttp://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 [e-mail] .