Executive Assistant & Project Administrator, Office of Provost and VP Academic

George Brown Polytechnic; Toronto; On-site; CAD 82,900 - 97,580; Full time

Benefits offered by this job

Hybrid work options

Competitive pension plan

Generous holiday and vacation time

Tuition assistance program

Discounted rates for Continuing Education courses

Job summary

A leading educational institution in Toronto is looking for an Executive Assistant & Project Administrator to provide comprehensive administrative support to the Office of the Provost and VP Academic. The ideal candidate will have at least 5 years of supporting senior managers and a diploma in Business Administration. Responsibilities include managing daily operations and ensuring compliance with policies. This full-time position offers a salary ranging from $82,900 to $97,580 annually and requires candidates to work onsite.

Qualifications

• Five years of administrative experience providing support to senior managers in a complex environment.
• Progressive administrative, financial, and project management experience.
• Completion of courses in Communications.

Responsibilities

• Manage administrative and operational support in the Office of the Provost and VP Academic.
• Provide confidential management and operational support.
• Coordinate effective operation of the office.

Skills

Excellent communication

Collaboration

Teamwork

Interpersonal skills

Education

Three-year diploma/degree in Business Administration

Job description

TITLE: Executive Assistant & Project Administrator, Office of Provost and VP Academic

SALARY: Payband 9, $82,900 to $97,580 annually

HOURS PER WEEK: 37.5

WORK MODALITY: On-site

STATUS: Full Time Admin

VACANCY: Replacement

EFFECTIVE DATE: Immediately

Land Acknowledgement

George Brown Polytechnic is located on the traditional territory of the Mississaugas of the Credit First Nation and other Indigenous peoples who have lived here over time. We are grateful to share this land as treaty people who learn, work, and live in the community with each other.

Equity Statement

George Brown Polytechnic is committed to creating and sustaining an equitable and inclusive learning and working environment. We encourage and actively seek applications from Indigenous, Black, racialized people, visible minorities, 2SLGBTQIA+ persons, all genders, and persons with disabilities.

GBP Vision

To be a polytechnic renowned for its inclusion, excellence, relevance, impact, and leadership.

Position Description

This position provides management of the administrative and operational support in the Office of the Provost and Vice President Academic.

The incumbent manages a wide variety of polytechnic-wide activities and highly confidential matters and day-to-day operations. This position is accountable for the execution of executive administration and public relations support to the Provost and Vice President Academic, and Chair of the Academic and Student Affairs (ASA) Committee of the Board of Governors. They collaborate with the Academic Leadership Council (ALC), Academic Leadership General Council (ALGC), areas reporting under the Provost and VPA (all Deans, Academic Excellence, Office of the Registrar, Research & Innovation, Student Success, Teaching & Learning), Executive Assistants, Administrative Assistants within George Brown Polytechnic. The incumbent acts on behalf of the Provost and VPA where appropriate.

Key Responsibilities

• Implements and maintains operating policies/procedures, develops strategies to ensure effectiveness of the office, and ensures compliance with Provost and Vice President Academic goals and objectives.
• Provides confidential management, administrative, and operational support and coordinates the effective and efficient operation of the office.
• Interprets and explains policies and procedures. Works with staff from the Academic and/or corporate areas of George Brown Polytechnic (GBP) regarding complicated or difficult situations.
• Maintains knowledge of the mission, vision and values, strategic objectives, and core strategies of GBP.
• First line support for the office of the Provost and VPA with students in the complaint process. Filters complaints, sets meetings and takes verbatim notes. Works with other internal departments to ensure resolution. Maintains confidentiality.
• Reviews documentation, reports, correspondence, e-mail received in the Provost and Vice President Academic Office. Responds directly to the recipient on issues on behalf of the Provost and Vice President Academic. Prepares correspondence for signature.
• Interacts on behalf of the Provost and Vice President Academic with all areas of the Polytechnic and to foster productive relationships among key internal/external stakeholders.
• Works directly with Academic leaders (Deans, AVPs), GBP Management team and departmental/program staff regarding Provost and Vice President Academic inquiries, follow-up actions, student assistance, committee involvement, consultation purposes, internal and external inquiries, and daily operational issues. Ensures deadlines are met.
• Facilitates, coordinates and participates on projects that have both department and institution-wide impact.
• Leads on other departmental projects and events such as all team events, planning and working with team members to coordinate logistics.
• Other duties as assigned.

Educational and Experience Requirements

• Three-year diploma/degree from a recognized post-secondary institute in Business Administration and completed courses in Communications.
• Minimum five (5) years of experience in an administrative capacity providing support to senior managers, in a large complex environment where a variety of people and situations are encountered daily, with an understanding of the academic cycle, preferably in a unionized setting.
• Progressive administrative, financial and project management experience in a large, complex preferably unionized environment.

Skills and Attributes

• Knowledge of the College/Polytechnic policies, operations and organizational structure is highly desirable.
• Excellent communication, collaboration, teamwork, and interpersonal skills.
• Demonstrated commitment to uphold the Polytechnic’s priorities on diversity and equity.

Please note this is a 100% in-person role.

Interview process may consist of a practical skills component.

Notes

• The Polytechnic requires proof of degrees, credentials, or equivalencies from accredited regional or federal post-secondary institutions and/or their international equivalents. Credentials may require validation at the time of interviews or offer.

About Us

George Brown Polytechnic prides itself on educating students through real-world learning, in the heart of Toronto. Our faculty and employees make this vision a reality, and we support them by making George Brown a great place to work. See why we are consistently ranked as one of GTA’s top employers.

Why work here?

George Brown Polytechnic offers hybrid work, a competitive pension plan, generous holiday and vacation time, a tuition assistance program, discounted rates for employees taking Continuing Education courses, and an equitable work environment where everyone matters.

George Brown Polytechnic is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Candidates who require accommodation in the hiring process may contact [e-mail] confidentially.

Notice Regarding Employment Postings and Recruitment Fraud

If you become aware of any job postings or employment opportunities advertised on external websites that are not currently listed on George Brown Polytechnic employment website, please report them to [e-mail].

Please note that George Brown Polytechnic maintains a no-fee recruitment policy. At no time will George Brown request payment, fees, or financial information from applicants as part of the recruitment or hiring process.

Applicants are advised to remain vigilant of recruitment-related scams and to rely only on official George Brown communications and postings published on our official employment website.