This job offer is closed.

Date Posted: 08/23/2022

Req ID:26895

Faculty/Division: University of Toronto Communications

Department: Office of the Vice President, Communications

Campus: St. George (Downtown Toronto)

Description:

The Executive Assistant supports front-line activities for the portfolio and provides pro-active, executive-level administrative support to the AVP, Communications, to enable efficient and effective management of the team and the portfolio. The role protects confidentiality and remains attuned to detail while performing the administrative duties including planning meetings, events and travel; drafting correspondence and related documents (reports, presentations); anticipating outcomes of requests made to the AVP and redirecting or initiating preliminary action; and working on special projects for the AVP and the Manager, Finance and Operations. The incumbent works to advance the priorities of the office by coordinating meetings, setting agendas, taking minutes, and following up on outstanding action items. The scope of this position is driven by the complex range of responsibilities undertaken by the AVP.

The incumbent resolves issues, answers inquiries within established parameters, and based on the understanding of the portfolio and priorities, ensuring the AVP and the Manager, Finance and Operations are informed of pertinent issues. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and need to maintain strict confidentiality. The incumbent must engage with colleagues and guests (including media, senior administrators, faculty, staff, students and community members, among others) in a professional, knowledgeable and courteous manner.

Qualifications Required:

Education:

Bachelor's degree or equivalent combination of education and experience.

Experience:

Four (4) years of experience in progressively responsible senior secretarial/administrative roles. Intensive experience using scheduling software. Experience working in an academic environment and/or with communications experience preferred. Proven success in providing superior service and support in a busy, demanding environment. Knowledge of the university structure and senior administration an asset.

Skills:

Proficient with standard office software programs including Word, PowerPoint, Excel and database management programs. Working knowledge of a Financial information System (FIS) in an asset.

Other:

Excellent oral and written communication skills. Must have sound judgement, tact, problem-solving skills and analytical skills, excellent interpersonal skills and an eye for detail. Must be able to identify and understand emerging issues as well as set and manage priorities. Meticulous organizational skills. Demonstrated initiative and problem-solving orientation. Must be proactive. Ability to manage a large and constantly fluctuating workload. Demonstrated flexibility and adaptability within a constantly changing environment. Must have the ability to meet tight deadlines and to perform well under pressure. Must be able to deal with confidential information. Demonstrated diplomacy, tact, judgement, and discretion. Must be able to work to work independently and to collaborate and participate effectively within a team environment.

NOTE: This is a term position from November 2022 to April 2024.

Closing Date: 09/06/2022, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget - Term

Schedule: Full-Time NOTE: This is a term position from November 2022 to April 2024.

Pay Scale Group & Hiring Zone: C2 - Hiring Zone: $59,453 - $76,100 - Broadband Salary Range: $59,453 - $92,746

Job Category: Administrative / Managerial

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