Executive Coordinator, Executive Programs

University of Toronto; Toronto; On-site; CAD 79,000 - 103,000; Full time

Job summary

The University of Toronto is seeking an Executive Coordinator for the Rotman School of Management. This role involves high-level administrative support to the Executive Director and includes managing operations, schedules, and communications to maintain efficient office functions. Ideal candidates should possess a Bachelor's degree and have significant administrative experience, focusing on customer service and project coordination.

Qualifications

• Minimum five years related administrative experience.
• Excellent project coordination and event management skills.
• Strong customer service orientation.

Responsibilities

• Overseeing day-to-day operational needs of the unit.
• Coordinating meeting schedules and maintaining staff calendars.
• Responding to enquiries and escalated complaints.

Skills

Customer Service

Project Coordination

Event Management

Communication

Organization

Time Management

Education

Bachelor's Degree

Tools

MS Office Suite

Job description

Date Posted: 07/14/2025
Req ID: 44243
Faculty/Division: School of Management
Department: Joseph L. Rotman School of Management
Campus:St. George (Downtown Toronto)

Description:

About us:

The Rotman School of Management is part of the University of Toronto, a global centre of research and teaching excellence at the heart of Canada’s commercial capital. Rotman is a catalyst for transformative learning, insights and public engagement, bringing together diverse views and initiatives around a defining purpose: to create value for business and society. Visit rotman.utoronto.ca

Your opportunity:

At Rotman Executive Programs, Canada’s leading executive education provider for open-enrolment programs, we enable leaders to develop the capacity to transform themselves, their organizations and their communities by offering specialized business education programs for individuals and organizations which address today’s business challenges and opportunities.

As the Executive Coordinator, you will provide high-level administrative support to ensure the effective and efficient operation ofthe office of the Executive Director. You will implement procedures that ensure the smooth daily operation of the Office and act as a ‘gatekeeper’ and key point person for internal staff and faculty, as well as external contacts, coordinating access to the Executive Director based on a thorough understanding of the Executive Director’s priorities and the needs of internal and external clients

Your responsibilities will include:

• Overseeing day-to-day operational needs of the unit
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Responding to escalated complaints using informal negotiation skills
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Maintaining senior staff calendars
• Scheduling travel plans and requesting appropriate accommodations
• Writing routine documents and correspondence
• Preparing expense reimbursements

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent education and experience
• Minimum five years related administrative experience
• Highly developed sense ofcustomer service experience, general office and administrative experience
• Excellent project coordination and event management skills
• Knowledge of MS Office Suite (Word, Excel, PowerPoint) and comfortable using the internet and email
• Excellent communication skills, both verbal and written
• Superior organizational and time management skills
• Ability to prioritize and manage multiple tasks and meet deadlines
• Successful team player with sensitivity to various levels of expectation from corporate executives, faculty, staff and suppliers
• Able to work flexible hours, as some evening and weekend work may be required during peak periods
• Strong customer service orientation; able to establish credibility and trust with internal and external clients and to be recognized as a key point person who represents the office of the Executive Director

Assets (Nonessential):

• High level of creativity to generate powerful presentations

To be successful in this role you will be:

• Approachable
• Organized
• Possess a positive attitude
• Proactive
• Resourceful

This is a 1 year term opportunity with the possibility of extension

Closing Date: 07/25/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $79,874. with an annual step progression to a maximum of $102,147. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dane Williams

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.