Strategic Executive Assistant to Academic 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

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