Executive Assistant to the Chair

University of Toronto; Toronto; On-site; CAD 75,000 - 96,000; Full time

Job summary

University of Toronto, Department of Cell & Systems Biology, downtown Toronto, seeks an Executive Assistant to the Chair to provide high-level administrative support. The role focuses on confidential office operations, scheduling, correspondence and coordination of academic processes, including searches, tenure reviews and PTR activities.

Located at St. George Campus, you will liaise with faculty, staff and external partners, manage complex calendars, prepare communications and support

Qualifications

• Advanced administrative support with confidential handling.
• Experience supporting senior leadership in academic/research settings.
• Experience with HR processes like recruitment, tenure, PTR.
• Experience coordinating committee meetings and taking minutes.
• Ability to prepare and edit professional communications and reports.
• Proven organizational skills and multitasking in a busy department.
• Proficiency with MS Office and digital collaboration tools.
• Strong customer service and professional diplomacy in sensitive matters.

Responsibilities

• Administer academic search activities following established policies.
• Coordinate Chair and committee meeting schedules, agendas and materials.
• Prepare and organize tenure/promotion documentation for review processes.
• Draft, edit and proofread departmental communications and reports.
• Coordinate departmental events, invitations, catering and venues.
• Process expense reimbursements and assist with cost estimates.
• Prepare statistical reports and data summaries from department data.
• Support HR-related academic processes and appointments.
• Maintain confidential files with accuracy and compliance.
• Provide non-supervisory guidance to faculty and staff on procedures.

Skills

Administrative support

Executive support

Confidentiality

Communication skills

Time management

Organizational skills

Customer service

MS Office proficiency

Education

Advanced College Diploma (3 years)

Tools

Microsoft Office Suite

Email

Web-based tools

Job description

Date Posted: 10/28/2026
Req ID: 50823
Faculty/Division: Faculty of Arts & Science
Department: Cell and Systems Biology
Campus: St. George (Downtown Toronto)
Position Number: 00031426
Existing Vacancy: Yes

About us

The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world.
The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Your opportunity

The Department of Cell & Systems Biology promotes research and teaching in some of the most dynamic and vital areas of biological research. We facilitate the pursuit of cutting-edge research in the molecular life sciences and systems biology and embrace new methodologies and state-of-the-art technologies. If you're an ambitious and innovative individual, consider a future with us. Located in downtown Toronto and part of the University of Toronto, one of the world’s top research universities, this department is an ideal place to work, research, and make a lasting impression in the field.
Under the general direction of the Chair, Graduate Chair and the Chief Administrative Officer, the Executive Assistant to the Chair provides high-level administrative support to the Chair and Graduate Chair of the Department of Cell & Systems Biology. The incumbent is responsible for supporting the efficient and collegial operation of the Chair’s Office. The Assistant to the Chair oversees administrative matters, drafts, edits and proofreads correspondence, reports and other communications and coordinates the Chair’s schedule while maintaining a high standard of confidentiality. The Assistant to the Chair identifies urgent matters of high importance and alerts the Chair to necessary actions, responds to, redirects or escalates enquiries based on the priorities and activities of the Chair's Office. Working under established University procedures and guidelines, the Assistant to the Chair provides high-level administrative support and coordination of academic processes, including academic searches, tenure and promotion reviews, PTR and related committees for the department including the Human Biology Program. The incumbent also supports the Chair and Graduate Chair in planning and coordinating annual departmental events and special initiatives. This includes preparing event communications and invitations, liaising with speakers and service providers, and coordinating logistical arrangements.

Your responsibilities will include

• Applying established standards when administering academic search activities
• Following administrative rules and procedural instructions
• Collecting feedback from search committee members
• Coordinating meeting schedules, agendas, materials, minutes and follow-up items for the Chair and departmental committees
• Collecting and organizing documentation for tenure, promotion, PTR and related faculty review processes, and distributing materials to authorized committee members
• Preparing draft statistical reports and summaries from data collected
• Drafting, editing and proofreading correspondence, reports, committee documentation and other departmental communications
• Coordinating departmental events, including timelines, invitations and event communications, speaker and service-provider arrangements, venues, catering, audiovisual requirements and event-day logistics
• Processing expense reimbursements, making minor purchases and assisting with cost estimates within established procedures and limits
• Providing non-supervisory guidance to faculty, staff and committee members on established administrative procedures and documentation requirements

Essential Qualifications

• Advanced College Diploma (3 years) or an acceptable combination of equivalent education and experience.
• Minimum three years of recent and related administrative and executive assistance experience, preferably in an academic or research-intensive institution.
• Experience providing administrative support to senior leadership and handling complex, sensitive or confidential administrative matters.
• Experience supporting academic HR processes, such as faculty recruitment, tenure and promotion reviews, PTR or related faculty appointment and review activities.
• Experience coordinating committee meetings, preparing meeting materials, taking minutes and following up on action items.
• Experience coordinating or processing expense reimbursements.
• Experience maintaining accurate records and confidential files in accordance with established procedures, with attention to the accuracy and completeness of documentation.
• Experience coordinating academic or departmental events and related communications, including invitations, venue bookings, catering, audiovisual requirements and speaker arrangements.
• Ability to apply established policies, procedures and administrative requirements.
• Demonstrated proficiency in computer applications, including email communication, web-based tools, internet applications and the Microsoft Office Suite.
• Strong organizational and time management skills, with the ability to coordinate leadership schedules, organize multi-step activities, manage competing priorities and meet strict deadlines.
• Excellent oral and written communication skills, including drafting, editing and proofreading professional correspondence, reports and other administrative documents.
• Sound judgment, diplomacy and tact in handling sensitive matters and maintaining confidentiality.
• Strong customer service orientation and professionalism, with the ability to build positive working relationships and provide responsive, tactful support to senior administrators, faculty, staff, students and external stakeholders.

To be successful in this role you will be

• Accountable
• Approachable
• Diligent
• Multi-tasker
• Possess a positive attitude
• Resourceful

Closing Date: 11/05/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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 a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening 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 see http://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 contact [e-mail].

Indigenous Substantiation Process

The University of Toronto has implemented a process to substantiate Indigenous Membership/Citizenship/Enrolment for candidates who identify as Indigenous. For more information about this process, please refer to the Indigenous Substantiation Website.

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