Executive Assistant, Office of the Vice-President, Academic & Provost

OCAD U International; Toronto; Hybrid; CAD 67,000 - 88,000; Full time

Job summary

OCAD University is seeking an experienced Executive Assistant to support the VP Academic & Provost (VPAP) in a fast-paced, high-responsibility environment. The role requires proactive ownership, exceptional organization, and discreet handling of sensitive information in coordination with senior leadership.

You will manage the VPAP’s calendar, emails, meetings and briefing materials, while supporting budgets, travel, events and committee work.

Qualifications

• A post-secondary degree or an equivalent combination of education and experience.
• At least four (4) years of Executive Assistant experience, including direct support to senior executives.
• Advanced proficiency with Microsoft Office applications, particularly Outlook and Teams, and the ability to quickly learn new systems and technology.
• Strong writing, research and financial administration skills, including experience preparing executive-level communications and working with budgets.
• A demonstrated commitment to equity and diversity and to fostering a respectful work and learning environment.
• Flexibility to occasionally adjust hours to support a busy executive office.

Responsibilities

• Own and actively manage the VPAP’s complex calendar, anticipate scheduling needs and resolve conflicts.
• Manage and triage the VPAP’s email inbox and track deadlines and follow-ups.
• Prepare briefing materials, agendas, minutes, reports and background information in advance of meetings.
• Draft, edit and coordinate correspondence, presentations, reports and other materials for the VPAP Office.
• Coordinate travel and accommodation arrangements as required.
• Lead coordination of academic events and provide administrative support to committees and working groups.

Skills

Executive support to senior executive

Calendar management

Inbox management

Briefing materials preparation

Written communications

Budget familiarity

Education

Post-secondary degree or equivalent

Tools

Microsoft Office (Outlook, Teams)

Job description

Executive Assistant, Office of the VPAP

OCAD University is seeking a seasoned and highly capable Executive Assistant to join the Office of the Vice President, Academic & Provost (VPAP).

This is a high-level executive support role for someone who can step into a busy office, quickly understand what matters, and take ownership. We are looking for an experienced EA who is proactive, confident, exceptionally organized, and comfortable working alongside a senior executive in a fast-paced and dynamic environment. The successful candidate will anticipate needs and take initiative to keep priorities moving forward. You know how to manage competing demands, exercise sound judgement, identify what requires attention, and ensure important work stays on track. You are comfortable following up, asking the right questions, and respectfully ensuring that information, decisions and action items move forward.

Reporting to the Director, Academic Affairs & Senate Secretary, and functionally to the Vice-President, Academic & Provost, you will be a key partner in the effective operation of the VPAP Office.

What You’ll Do

At the centre of the role is the effective management of the VPAP’s time, information, priorities and commitments. Responsibilities include:

• Own and actively manage the VPAP’s complex calendar, anticipating scheduling needs, resolving conflicts, coordinating high-level internal and external meetings, and ensuring the VPAP is prepared for upcoming commitments.
• Manage and triage the VPAP’s email inbox, identifying urgent and high-priority matters, tracking deadlines and follow-ups, responding to inquiries as directed, and ensuring important items do not fall through the cracks.
• Anticipate what the VPAP needs to be successful, compiling briefing materials, agendas, minutes, reports, updates and relevant background information in advance of meetings and decisions.
• Identify and elevate priority issues and, working with the VPAP and Director, coordinate appropriate follow-up to keep matters moving toward resolution.
• Draft, edit and coordinate correspondence, communications, presentations, reports and other materials on behalf of the VPAP and the Office.
• Handle highly confidential and sensitive information with exceptional judgement and discretion, including materials related to budgets, grievances and labour relations.
• Build strong working relationships across the academic portfolio and throughout the University, ensuring effective communication and coordination between the VPAP Office and its many partners.
• Liaise confidently and professionally with senior administrators, faculty, staff, students, external stakeholders, government officials and members of the public on behalf of the VPAP.
• Serve as an initial point of contact for complex or sensitive matters brought to the VPAP Office, using sound judgement to determine the appropriate pathway for resolution.
• Provide administrative and coordination support to academic committees, ad hoc committees and working groups, including committees identified under the University’s Memorandum of Agreement.
• Conduct research and support analysis related to academic initiatives, institutional priorities and special projects.
• Prepare, monitor and reconcile VPAP Office budgets and related financial activities, including invoices and purchasing card statements.
• Lead the coordination of academic events, including conferences, receptions, workshops and other special initiatives.
• Develop and maintain effective electronic and administrative systems that support an organized, responsive executive office.
• Coordinate travel and accommodation arrangements as required.
• Serve as backup to the Quality Assurance Officer & Associate Senate Secretary, as required.
• Take on other responsibilities that contribute to the effective operation of the VPAP Office.

Who We’re Looking For

You are an experienced Executive Assistant who is comfortable operating with a high degree of independence and accountability. You assess what is happening, determine what needs attention, and take initiative to move the work forward.

You are likely to thrive in this role if you:

• Have significant experience supporting a senior executive in a complex, fast-paced environment.
• Are proactive and solutions-oriented, with a natural instinct to anticipate needs and stay ahead of priorities.
• Are confident taking ownership of an executive’s calendar, inbox, priorities and follow-ups.
• Are a committed team player who wants to be an active and equally contributing member of a small, highly collaborative team. You pitch in when priorities shift and care about the success of the Office as a whole.
• Are able to successfully manage a high-volume workload in an environment characterized by frequent interruptions, evolving priorities and tight deadlines.
• Can comfortably and diplomatically follow up with senior leaders, obtain the information you need, and keep commitments and timelines moving forward.
• Know when to act independently, when to consult, and when something needs to be escalated.
• Are exceptionally organized and able to create order when priorities are shifting quickly.
• Bring confidence, professionalism, sound judgement and discretion to your work, and take pride in being someone who keeps things moving, closes loops and gets things done.

What You Bring

• A post-secondary degree or an equivalent combination of education and experience.
• At least four (4) years of Executive Assistant experience, including direct support to senior executives. Experience in post-secondary education is an asset.
• Advanced proficiency with Microsoft Office applications, particularly Outlook and Teams, and the ability to quickly learn new systems and technology.
• Strong writing, research and financial administration skills, including experience preparing executive-level communications and working with budgets.
• A demonstrated commitment to equity and diversity and to fostering a respectful work and learning environment.
• The flexibility to occasionally adjust your hours to support the needs of a busy executive office.

This posting is for an existing vacancy.

Mode of Work:On Campus This position is expected to work on campus four (4) days per week, with one (1) remote workday. On-campus requirements may increase based on the operational needs of the unit.

Compensation:Hiring Range - $66,925.74 to $76,724.74 per annum, commensurate with experience, plus benefits; Salary Range - $66,925.74 to $87,958.44 per annum.

Hours of Work:Monday to Friday, 35 hours per week.