Executive Assistant to the Dean, Faculty of Art

OCAD University; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A well-known educational institution in Ontario is seeking an Executive Assistant to the Dean in the Faculty of Art. The role involves providing high-level administrative support, managing schedules, and maintaining communication with various stakeholders. Ideal candidates should have a post-secondary degree and three years of relevant experience, particularly in a university setting. The position is temporary, on campus, and offers competitive hourly compensation.

Qualifications

• Minimum three years of administrative or executive assistant experience.
• Advanced knowledge of Microsoft Office Applications.
• Ability to handle confidential matters with discretion.

Responsibilities

• Act as initial point of contact for the Dean.
• Manage the Dean's email inbox and prioritize communication.
• Provide high-standard administrative support to the Dean.

Skills

Advanced writing skills

Advanced interpersonal skills

Organizational skills

Analytical skills

Microsoft Office Applications

Email organization & security

Education

Post-secondary degree or equivalent

Tools

Microsoft Outlook

Microsoft Teams

Adobe Sign

Job description

Executive Assistant to the Dean, Faculty of Art Job Code 3622 Department Faculty of Art Office Employment Type Temporary / Contract Apply Now

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.

Reporting to the Dean, Faculty of Art, the Executive Assistant is responsible for providing executive-level administrative support to the Dean and supplemental support to the Associate Dean, Faculty of Art. This position requires problem-solving in a collaborative, dynamic team environment within the Faculty of Art Office at OCAD University (OCAD U).

Summary of Responsibilities :

• Act as the initial point of contact for individuals and groups bringing issues to the attention of the Dean
• Oversee the Dean & Associate Dean’s calendars to ensure that all University-wide events and external invites are promptly entered into the calendar. Ensure that days are scheduled effectively & efficiently; balancing in-office & home days, incorporating appropriate breaks, balancing competing priorities and meetings, problem-solving conflicts, and optimizing productivity
• Organize the Dean & Associate Dean’s tasks to ensure deadlines are met, providing reminders or follow-ups when needed, scheduling focus time, conducting research and compiling and requesting additional information; liaise with other internal / external stakeholders when needed; reviewing agendas and flagging talking points or contentious items
• Manage the Dean’s email inbox and prioritize communications, ensuring important emails are flagged and addressed, inquiries are responded to promptly and forwarded as needed, with follow-ups identified and tracked
• Provide high standard administrative support to the Dean, including, but not limited to : Drafting of the Dean’s communicationsPreparation of meeting agendas and presentation materials; minute takingProviding briefing materials to the Dean in advance of meetings, including agendas, reports and updates Coordination or execution of action items in follow up to meetingsMaintaining accurate electronic files and filing systems Facilitating communication with other OCAD U units and / or external individuals and organizations
• Serve as Secretary to the Faculty Council, and other various ad hoc committees, as required
• Facilitate and support the Dean in administering Faculty Peer Reviews, Teaching Stream Permanence, Administrative Searches and Tenure-Track faculty hiring while ensuring confidentiality and privacy
• Assist in the reconciliation of the Dean’s discretionary financial accounts; coordinate the processing of travel receipts and other expense reimbursements; reconcile purchasing card statements
• In collaboration with the Coordinator, Outreach & Special Projects, coordinate special projects and fundraising efforts
• Assist the Dean, Associate Dean and Manager with the planning and execution of special projects and events that contribute to the successful operation of the Faculty of Art 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 environment or related environment

Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including, but not limited to 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, setting reminders, creating tasks, scheduling recurring events and sharing calendars with others. Ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication

Advanced interpersonal, communication, composition, organizational and analytical skills

Advanced writing skills and ability to clearly draft content and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner

Ability to synthesize, organize and circulate accurate minutes for University and Faculty committees in a timely manner

Demonstrated ability to take initiative and work both independently and participate collaboratively in a dynamic and creative team environment

Demonstrated attention to detail and organizational skills, and the ability to prioritize tasks and meet deadlines

Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact

Demonstrated 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

Compensation : OPSEU Unit 1, Appendix A, Grade A3; $27.56 to $35.76 per hour

Hours of Work : Monday to Friday, for a total of 35 hours per week. This is a temporary contract with an expected duration of one (1) year.

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 August 6th, 2025 .

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