Executive Assistant to the Dean

InsideHigherEd; Greater Sudbury; Hybrid; CAD 76,000 - 90,000; Full time

Job summary

A prominent university is seeking an Executive Assistant to the Dean, responsible for high-level administrative support, managing schedules, and conducting confidential research. The ideal candidate has a bachelor's degree and five years of executive support experience, with strong communication and organizational skills. The position offers a salary range of $76,641 to $89,415 and is eligible for a hybrid work arrangement.

Qualifications

• Minimum of five years of executive administrative support experience.
• Proven ability to handle confidential matters.
• Experience in an academic environment is preferred.

Responsibilities

• Manage the complex schedule of appointments for the Dean.
• Respond to various inquiries with tact and diplomacy.
• Conduct confidential research as requested by the Dean.

Skills

Strong planning and organizational skills

Excellent communication skills

Strong editing skills

Superior interpersonal skills

Attention to detail

Ability to learn new technologies

Education

Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Executive Assistant to the Dean

Date Posted : 08 / 05 / 2025

Req ID : 44630

Faculty / Division : Faculty of Nursing

Department : Lawrence Bloomberg Faculty of Nursing

Campus : St. George (Downtown Toronto)

Description :

Reporting directly to the Dean at the Lawrence Bloomberg Faculty of Nursing and under the direction of theDirector, Office of the Dean, the Executive Assistant (EA) is responsible for providing a wide range of high-level,highly confidential, and sometimes sensitive strategic executive administrative support to the Office of the Dean atthe very highest level of professional standards and practices. The EA must be proactive and anticipate next stepsto efficiently manage business processes, communications, and records management for the Office of the Dean.The EA must utilize sound judgment, professionalism, discretion and confidentiality.

Major responsibilities include managing the complex schedule of appointments and events for the Dean, bothinternal and external to the University; responding to a wide variety of in-person, email, and telephone inquiriesfrom external officials, students, faculty, senior University administrators and alumni while ensuring priorityrequests are dealt with quickly and with tact and diplomacy; and ensuring the accuracy and timeliness of facultyappointment procedures, tenure and promotion procedures, annual review process, and sabbatical and otherleave applications using detailed knowledge of relevant policies, procedures, and precedents.

The EA conducts confidential research as requested by the Dean and compiles summaries or briefs on issues like strategic planning, policy, labour relations, human resources, including planning for work stoppages and maintaining contingency plans for core administrative services.

The EA is accountable to the Dean for managing the operations of the Dean’s Office to ensure the needs of theDean and partners are met in an efficient and effective manner; managing the Dean’s Office expenses;independently composing correspondence for the Dean’s signature; resolving issues and answering inquiriesindependently where appropriate based on the understanding of the Dean’s portfolio; briefing the Dean on keyissues and current events; maintaining positive relations and communicating with a wide variety of internal andexternal stakeholders; and developing business processes and systems to increase efficiency of the Office.

The incumbent acts as a central contact between the Dean and other senior administrators and faculty, both internal and external to the University, including senior leaders from the Office of the President, the VP andProvost, and the Vice-President of People, Strategy, Equity and Culture. The EA prioritizes requests and action items, relaying urgent information and acts on the Dean’s behalf when requested to do so.

Minimum Qualifications :

EDUCATION : A Bachelor’s degree or an equivalent combination of education and experience.

EXPERIENCE : Minimum of five (5) years senior and / or executive administrative support experience, preferably in an academic environment. Demonstrated experience in handling matters of a confidential and sensitive nature.Ability and commitment to project a professional and positive image, maintain confidentiality, think critically, and exercise mature judgment. Proactive and must have the ability to work autonomously with minimal oversight. Knowledge of a university structure, and especially of the University of Toronto and its policies, is a definite asset.

SKILLS : Strong planning and organizational skills; excellent communication skills both oral and written; strongediting skills; superior interpersonal skills; must have initiative; diplomacy and tact; ability to exercise judgment inprioritizing the work of the Dean and be able to maintain a high level of confidentiality, tact, and decisiveness whileworking under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasksand projects with competing deadlines; excellent computer skills (Word, Excel and PowerPoint); ability to learnand adapt to new technologies, ability to analyze information and prepare documents within the parameters setout by the Dean; great attention to detail.

OTHER : Proven effectiveness relating to all levels of the University–administration, faculty, staff, students, and external members of the community; knowledge of relevant Faculty and University policies.

Closing Date : 08 / 20 / 2025, 11 : 59PM ET

Employee Group : Salaried

Appointment Type : Budget - Continuing

Schedule : Full-Time

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

Job Category : Administrative / Managerial

NOTE : Normal hours of work are 8 : 45 a.m. to 5 : 00 p.m. Position may require additional hours during peak periods. Occasional evening work is required.

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

• buttontext00b26598368a4abe a{ border : 1px solid transparent; } .buttontext00b26598368a4abe a : focus{ border : 1px dashed #25355a !important; outline : none !important; }

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] .

Job Segment : Administrative Assistant, Records Management, Strategic Planning, Secretary, Executive Assistant, Administrative, Strategy, Records