Executive Assistant, Office of the Chief Administrative Officer (CAO)

Date Posted: 05/01/2024

Req ID: 37188

Faculty/Division: Faculty of Law

Department: Faculty of Law

Campus: St. George (Downtown Toronto)

Description:

About Us

The Faculty of Law is one of the oldest professional faculties at the University of Toronto. Today, it is one of the world’s great law schools. The Faculty’s rich academic programs are complimented by it many legal clinics and public interest Programs. The Faculty of Law is housed in the elegant, state-of-the-art Jackman Law Building alongside two historical buildings, Flavelle House and Falconer Hall, on the St. George Campus in downtown Toronto.

Position Summary:

Under the general direction of the Chief Administrative Officer (CAO), the incumbent will provide a broad range of highly confidential, executive administrative support to all of the CAO’s matters related to the efficient and effective administrative operation of the Office.

The incumbent must have an excellent understanding of the breadth of responsibilities handled by the CAO. He/she must develop and maintain an understanding of Division priorities, as well as a thorough understanding of the University policies and procedures to ensure the efficient and effective operation of the CAO’s office. The incumbent must present a professional image in the Office by interacting knowledgeably and courteously with many people, including senior administrators, faculty, staff, students and community members. The incumbent provides logistic and high-level administrative support to the CAO and is the first point of contact for internal and external interactions involving the CAO. The primary responsibilities include: managing the CAO’s appointment schedule; providing administrative support by managing the flow of confidential information to and from the CAO’s Office; conducting background research and organizing materials in preparation for meetings; preparing, drafting and editing a variety of frequently complex, confidential and sensitive materials (correspondences, reports, briefs); answering inquires, accommodating and responding to requests, providing advice, identifying problems, and resolving them either independently or in consultation with the CAO. These responsibilities are based on thorough understanding of the CAO’s s priorities and Faculty of Law priorities, as well as a strong understanding of policies and procedures. The incumbent must ensure that s/he is informed of pertinent issues; and also makes arrangements for travel, conferences, and special events. The incumbent will work other members of the Office of the CAO as part of a high-level team to ensure that communications with the CAO’s Office, and executive administrative support to the CAO, are managed proficiently and delivered with the highest standards of excellence, confidentiality, and professionalism.

Minimum Qualifications:

EDUCATION:

Undergraduate degree or an equivalent combination of education and experience. 

EXPERIENCE:

Minimum five (5) years of experience supporting senior executive(s) with responsibility for office management, preferably in a University setting. Experience managing a complex and intensive calendar. Must have experience drafting correspondence and preparing briefing packages. Demonstrated experience liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience applying and working with policies and procedures. Knowledge of the University of Toronto procedures and policies and Guide to Financial Management is a definite asset.

SKILLS:

Proficiency in Word, Excel, Power Point and electronic scheduling software and must have working knowledge of computerized human resources information systems (HRIS). Must also have strong database set up and maintenance experience.

OTHER:

Must have superior skills in diplomatically handling inquiries from a range of internal and external contacts. Must have flexibility and adaptability to the needs of others, with the ability to cope with frequent interruptions, constantly changing priorities, and the fluctuating schedules of a number of individuals outside of the incumbent’s control. Superior organizational and problem-solving skills. Strong communication skills both verbal and written. Commitment to excellent customer service and teamwork is required. Ability to maintain confidentiality. Professionalism, tact, discretion and ability to exercise excellent judgement at all times. Ability to work in a high pressure and fast paced environment. Meticulous approach to work with strong attention to detail.

Closing Date: 05/09/2024, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget – Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $73,810 – $86,112 — Broadband Salary Range: $73,810 – $123,015

Job Category: Administrative / Managerial

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