Executive Assistant to the Dean and Special Projects Coordinator

OCAD University; Old Toronto; On-site; CAD 50,000 - 66,000; Full time

Job summary

An established industry player in the arts and design education sector is seeking an Executive Assistant to the Dean. This pivotal role involves providing high-level executive support, managing schedules, and overseeing special projects that are crucial to the success of the Faculty of Arts and Science. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational and communication skills. With a focus on collaboration and community engagement, this position offers a unique opportunity to contribute to the vibrant academic community while supporting the leadership team in achieving strategic goals. If you are passionate about education and the arts, this role is perfect for you.

Qualifications

• 3+ years of experience as an Executive Assistant in a related environment.
• Advanced knowledge of Microsoft Office and social media management tools.

Responsibilities

• Provide executive support to the Dean and Associate Dean, managing calendars and communications.
• Oversee special projects and social media presence for the Faculty of Arts and Science.

Skills

Microsoft Office Applications

Social Media Management

Project Management

Advanced Writing Skills

Interpersonal Communication

Organizational Skills

Attention to Detail

Education

Post-secondary degree

Tools

Adobe Creative Suite

Microsoft Teams

Microsoft Outlook

Job description

Executive Assistant to the Dean and Special Projects Coordinator Job Code 3444 Department Faculty of Arts & Science Office Employment Type Permanent

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create

Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.

This job is a high-level executive support position that requires problem-solving in a collaborative, dynamic team environment at a downtown Art and Design University. Reporting to the Dean, Faculty of Arts and Science, the Executive Assistant to the Dean and Special Projects Coordinator provides executive support in a one-on-one working relationship and provides leadership to build relationships crucial to the success of the Faculty of Arts and Science, overseeing a variety of special projects for the Dean, Associate Dean and Manager.

Summary of Responsibilities:
Executive Support:

• Prioritize conflicting needs, handle matters proactively, and coordinate time-sensitive projects to successful completion.
• Oversee the Dean’s and Associate Dean’s calendars to ensure that all university-wide events and external invites are promptly entered into the calendar, ensuring that days are scheduled in such a way that breaks are provided and work from home and in-office days are efficiently scheduled, balancing competing priorities and meetings, problem-solving, resolving conflicts and time and task management to optimize productivity.
• Organize the Dean’s and Associate Dean’s To Do list and tasks to ensure deadlines are met, providing reminders or follow-ups when needed, scheduling focus time, conducting research and compiling and requesting additional information, liaising with other internal/external stakeholders when needed; reviewing agendas and flagging talking points or contentious items.
• Manage the Dean’s and Associate Dean’s email inbox and prioritize communications, ensuring important emails are flagged and addressed, inquiries are responded to promptly and forwarded as needed and follow-ups are identified and tracked.
• Provide leadership to build relationships crucial to the success of the Faculty, and oversee a variety of special projects for the Dean.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Deans’ ability to effectively lead the Faculty.
• Process and respond as appropriate to incoming e-mail and regular mail, and draft correspondence for the Dean in consultation with the Dean and Associate Dean.
• Oversee Dean’s and Associate Dean’s social media platforms such as Instagram, LinkedIn, X etc., including creating, scheduling and monitoring posts and connection requests to promote and maintain an active online presence.
• Support the Dean and Associate Dean with document and records management, including developing and maintaining an organized records inventory system to ensure efficient storage and retrieval of documents, implementing best practices for records management, and compliance with university policies.
• Support the activities and projects of the Dean and Associate Dean including coordinating travel arrangements.
• Support sensitive, confidential and challenging conversations and information with the utmost discretion and tact and manage confidential documents, contracts and strategic plans, ensuring secure storage and controlled access.

Social Media and Community Outreach:

• Support the Manager, Associate Dean and Dean to develop and ensure consistency in branding, tone and messaging across all Faculty of Arts & Science social media and digital platforms to engage with the online community.
• Create and circulate materials and communications to alumni, community leaders, external organizations and potential partners that showcase Faculty of Arts and Science achievements, updates, and opportunities for engagement, liaising with Marketing and Communications, Advancement and Centre for Emerging Arts and Designers.
• Develop and maintain outreach strategies for the Faculty of Arts and Science, including social media campaigns and networking events; track engagement on social media, monitor event attendance and analyze engagement, attendance and other related metrics.
• Collaborate with Manager, Coordinator, Student Engagement and Records and Coordinator, Faculty Engagement and Records to organize community events, partnerships with local organizations to provide educational opportunities for students and faculty.
• Support special projects in the areas of faculty research, outreach, fundraising, community building, student engagement, policy.
• Support Manager with accurate budgeting and tracking of outreach and special project initiatives, liaising with Finance when needed.
• Assist the Manager with maintaining records and documentation, adhering to OCAD University financial guidelines and reporting requirements, including, but not limited to the processing and arranging guest travel and accommodation, room bookings, hospitality and catering, securing AV, IT and security support when needed and the processing of honorariums, reimbursements, actual and budget transfers.

Administrative Support:

• Act as the initial contact for the Faculty of Arts and Science (FAS) including managing the general FAS inbox and responding to general inquiries from students, staff, faculty and externals, providing guidance on appropriate avenues within the University’s administrative and academic structures and effectively communicating the faculty’s mission, goals, and achievements to an external audience.
• Support the Manager, Dean and Associate Dean with coordinating meetings and events, including preparing detailed agendas, materials, presentations and research, distributing pre-meeting documents, securing room bookings, catering and AV/IT support, tracking attendance, capturing comprehensive minutes, and diligently following up on action items to ensure deadlines are met.
• Support the Manager, Dean and Associate Dean with cross- and inter-departmental projects and complex tasks, including facilitating communication, setting milestones, tracking progress.
• Conduct research, gather and analyze data and draft, edit and proofread documents, presentations, and Support the Manager, Dean and Associate Dean with the creation of reports, such as the quarterly reports to the Provost, to ensure accuracy, consistency, and alignment with the Academic and Strategic Plan.
• Support the Manager, Associate Dean and Dean in promoting diversity, equity and sustainability initiatives within the Faculty of Arts and Science Office.
• Perform clerical duties such as booking rooms, scheduling appointments and requesting and following up on work requests and office maintenance as needed.
• Attend team meetings and support the team in consultation with the Manager.
• Assist Manager, Associate Dean and Dean with special projects, events, and other duties that contribute to the successful operation of the faculty office.

Qualifications:
Required:

• Post-secondary degree or equivalent.
• Minimum of three (3) years of administrative and/or Executive Assistant work experience ideally in a post-secondary educational or related environment.
• Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including Teams, Forms, Approvals, Adobe Sign, Docu Sign.
• Advanced knowledge of Microsoft Outlook, Teams, To Do, Planner and Project, including email organization & security, scheduling appointments, meetings and events, settings reminders, creating tasks, scheduling recurring events and sharing calendars with others and ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication.
• Demonstrated experience managing social media campaigns and brand presence and awareness of social media trends, including experience with social media management tools and editing software, including Adobe Creative Suite (Photoshop, Illustrator, InDesign).
• Advanced writing skills and ability to clearly and creatively draft content and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner.
• Ability to synthesize, organize and circulate accurate, precise minutes for university and faculty committees in a timely manner.
• Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact.
• Advanced interpersonal, communication, composition, organizational, and analytical skills.
• Proven ability to meet deadlines and work well with high volume, pressure, and changing priorities.
• Excellent attention to detail, accuracy and the ability to prioritize tasks.
• Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty.
• Demonstrated ability to take initiative and work both independently and participate collaboratively in a dynamic, creative and fast-paced team environment.

An Asset:

• Demonstrated project management and project accounting experience.
• Demonstrated interest in the creative arts and creative industries.

Compensation: OPSEU Unit I, Appendix A, Grade A3; $50,163.56 to $65,081.34 per annum (Pending Job Evaluation).

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

Mode of Work: On Campus.

Interested internal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service applicants are invited to submit an updated *resume and cover letter (PDF) by selecting “Apply Now” below, no later than Wednesday, January 8, 2025.

*Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code.

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.