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About the Role

The Executive Assistant supports the Office Manager & Executive Assistant to the President in managing the President’s schedule and provides primary scheduling and administrative support to the Assistant Vice-President, Institutional Strategies and the Director of Operations. This role involves managing complex calendars, coordinating meetings, booking travel, preparing executive briefings, and drafting confidential correspondence. The Executive Assistant also serves as a backup for the Executive Assistant to the President and reception, ensuring continuity of operations.

Responsibilities

Manage complex calendars and high-level engagements.
Coordinate meetings and engagements.
Book travel arrangements.
Identify and prioritize urgent or sensitive issues.
Prepare executive briefings and background materials.
Independently draft complex and confidential correspondence.
Ensure Senior Leadership is informed of key decisions and operational issues.
Serve as designated back-up to the Executive Assistant to the President and reception.
Ensure continuity of executive support and day-to-day office operations during absences and peak workload periods.

Requirements

University degree or an equivalent combination of education and experience.
Six to Eight (6-8) years of experience supporting senior executive(s), preferably within a post-secondary or government environment.
Experience drafting correspondence, preparing briefing packages and presentations, and organizing special events.
Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature.
Experience with organizing complex meeting schedules.
Knowledge about protocol, diplomacy and an excellent understanding of the University’s mission and intersection with the broader community.

Skills

Demonstrated superior writing and editing skills.
Superior communications skills, both written and verbal.
Advanced computer skills in Microsoft Office (Word, Excel, PowerPoint).
Proficiency with scheduling software.
Familiarity with Microsoft SharePoint and TEAMS is an asset.
Demonstrated analytical and problem-solving skills.
Experience with Concur or other expense systems.
Proven effectiveness relating to all levels of the University – administration, faculty, staff, students, and external members of the community.
Excellent organizational and time-management skills.
Ability to set priorities, manage multiple tasks and projects and meet deadlines.
Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.
Excellent interpersonal skills; ability to work collaboratively and positively in a team setting.
Thoroughness and careful attention to detail.
Tact, discretion, sensitivity to confidential matters.
Ability to organize a heavy and fluctuating workload in a changing environment.
Ability to assimilate and interpret significant amounts of information.
Ability to work effectively and professionally, both independently and within a team environment.
Ability to analyze information and prepare documents within the parameters set by Senior Leaders.
Demonstrated ability to track, manage and compile information and data.

Location

St. George (Downtown Toronto)

Work Type

Full-Time

Experience Level

6-8 years of experience supporting senior executive(s)

Education Level

University degree or equivalent combination of education and experience

Salary/Compensations

$76,641 - $127,734

About the Company

The Office of the President operates within a complex environment requiring a high degree of sensitivity, responsiveness, and absolute confidentiality. The role requires presenting a professional image and interacting knowledgeably and courteously with governors, senior administrators, faculty, staff, students, and community members.