Executive Assistant to the AVP-VP DS and VP-IUE

University of Toronto; Toronto; On-site; CAD 76,000 - 90,000; Full time

Job summary

A prominent educational institution in Toronto is seeking an Executive Assistant to provide high-level support to key executives. The role requires managing a complex calendar, preparing materials for meetings, and handling sensitive information. Candidates should have a university degree and 6-8 years of relevant experience. Strong communication and organizational skills are crucial, alongside proficiency in MS Office. This full-time term position offers a salary range of $76,641 – $89,415 and promises a dynamic working environment.

Qualifications

• 6 to 8 years of senior secretarial experience, preferably in a post-secondary or government environment.
• Demonstrated senior secretarial ability in a dynamic senior executive office.
• Ability to handle sensitive and confidential matters with discretion.

Responsibilities

• Provide high-level executive secretarial support to the AVP-VP.
• Manage complex calendar and correspondence.
• Develop communication materials and conduct research.

Skills

Proficiency with MS Office (including Outlook)

Familiarity with Microsoft SharePoint

Strong oral and written communication skills

Interpersonal skills

Analytical skills

Organizational skills

Customer-service orientation

Education

University degree or equivalent combination of education and experience

Tools

Databases

Microsoft Teams

Job description

Description

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Under the direction of the AVP-VP Digital Strategies and VPIUE, the Executive Assistant will provide a high level of executive secretarial and confidential administrative support to the AVP-VP Digital Strategies and VPIUE. Additionally, the Executive Assistant provides a broad range of highly confidential administrative support to the Office of the VP-IUE and the Office of the AVP-VP Digital Strategies.

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The Executive Assistant manages all aspects of the AVP-VP’s complex and intensive calendar, incoming and outgoing correspondence, and assesses the nature of the correspondence. The incumbent compiles briefing materials, information, and documentation pertaining to meetings and issues requiring attention, and materials for distribution to the Office and the executive. In addition, the incumbent provides project, logistic and administrative support to the AVP-VP Digital Strategies and VPIUE.

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The incumbent develops communication materials, generates routine reports and materials, and conducts research in support of various institutional initiatives. The incumbent will also take the initiative to help ensure that deadlines and schedules are met; participate in the coordination of mass mailings; order courier services; monitor and order office supplies and catering services; and perform other duties as required pertaining to the maintenance and operation of the Offices.

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The incumbent will have daily access to confidential and sensitive information related to all areas of the University’s functioning including financial, budgetary, human resources and labour relations information. In the event of disruptions to academic programs, the incumbent will play an important role in ensuring that communications flow to and from key senior academic administrative staff within the portfolio of the Vice-President & Provost, as well as communications from the Office of the Vice-President & Provost with the members of PDAD&C and the broader University community.

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The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality. The incumbent must present a professional image in the Vice-Provostial offices by interacting knowledgeably and courteously with the many people including senior administrators, faculty, staff, students and community members who come into contact with the Office of the Vice-President & Provost and various Vice-Provosts. The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast‑paced environment.

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Essential Qualifications

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EDUCATION: University degree or an equivalent combination of education and experience.

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EXPERIENCE: Six to Eight (6‑8) years of senior secretarial experience required, preferably within a post-secondary or government environment. Demonstrated senior secretarial ability in a dynamic senior executive office.

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SKILLS: Proficiency with MS Office (including Outlook) experience using databases; familiarity with Microsoft Sharepoint and Teams an asset.

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OTHER: Strong oral and written communication, interpersonal, analytical, decision‑making and organizational skills. Demonstrated ability to draft clear and concise correspondence. Strong customer‑service orientation. Demonstrated initiative, accuracy and meticulous attention to detail. Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature. Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines. Ability to assimilate and interpret significant amounts of information. Ability to work effectively and professionally, both independently and within a team environment.

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Closing Date

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Closing Date: 01/09/2026, 11:59PM ET

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Additional Information

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Employee Group: Salaried

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Personnel Subarea: PM

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Appointment Type: Budget – Term (This is a one (1) year Term role.)

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Schedule: Full‑Time

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Pay Scale Group & Hiring Zone: PM 1 – Hiring Zone: $76,641 – $89,415 – Broadband Salary Range: $76,641 – $127,734

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Job Category: Administrative / Managerial