University of Toronto Executive Assistant to the Chair (pay band 11) Full Time in Toronto, ON

University of Toronto

Branch Toronto ON CA

Executive Assistant to the Chair (pay band 11)
Toronto, ON

Under the general direction of the Chair and Director, Tri-Departmental Academic Operations and Administrative Services, the incumbent is responsible for…

Requisition ID



Faculty / Division


Ontario Institute for Studies in Education of the University of Toronto



Applied Psychology and Human Development



St. George (downtown Toronto)



Under the general direction of the Chair and Director, Tri-Departmental Academic Operations and Administrative Services, the incumbent is responsible for providing advanced administrative and secretarial support services. Using an understanding of the Chair’s priorities, the Executive Assistant to the Chair will manage the complex calendar of the Chair and will prepare background material and collect information for the Chair as required; use judgement in deciding which enquiries, requests and problems to handle on own initiative and which to refer to or discuss with the Chair; develop and maintain a complex confidential filing system. The incumbent is also responsible for coordinating all administrative activities associated with academic processes such as appointments, third-year reviews, tenure, promotions, appointments and reviews of faculty in Lecturer Stream. The incumbent will also provide administrative support to committees as required which includes scheduling, development of agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow up on action items.



Completed advanced (3 year) College diploma and or equivalent combination of education and experience. Bachelor’s degree preferred.

Minimum five (5) years relevant experience, ideally in a university setting. Experience with the administrative coordination of academic processes.

Thorough knowledge of and proficiency in all MS Office applications, particularly Excel and PowerPoint. Familiarity with planning and data management tools. Knowledge of UTORecruit (Taleo) and BlackBoard. Ability to understand and utilize website, e-mail and internet applications; advanced keyboarding proficiency; working knowledge of HRIS. Excellent oral and written communication skills. Capacity to summarize information and prepare reports. French language an asset.

Extremely well organized, ability to organize complex tasks and meet strict deadlines. Excellent interpersonal skills and strong team player. Ability to take initiative on tasks. Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality. Ability to assess urgency and prioritize tasks. Strong note-taking skills.

Employee Group


United Steelworkers (USW)

Appointment Type


Budget – Continuing




Pay Scale Group and Hiring Rate


USW11 — $59,051 with an annual step progression to a maximum of $75,515. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Field


Student Academic Experience

Job Posting


Dec 17, 2014

Job Closing


Jan 11, 2015, 10:59:00 PM

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Toronto, ON, CA
Posted on: 2014-12-17
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