Executive Assistant to the ED & AVP College Relations (TERM)

Date Posted: 01/06/2025

Req ID: 41198

Faculty/Division: Faculty of Arts & Science

Department: Office of Advancement

Campus: St. George (Downtown Toronto)

Description:

Under general guidance of the Executive Director FAS Advancement & Assistant Vice-President, College Relations and working closely with the Director of Operations, the incumbent provides comprehensive administrative support to the Executive Director, Advancement & Assistant Vice-President, College Relations (ED&AVP-CR) in all matters relating to the smooth running of the AVP’s immediate office. The incumbent also maintains excellent relationships with the senior members of other executive offices within the University, including all constituencies.

The incumbent provides executive administration related to the ED&AVP-CR’s responsibilities, provides administrative support to the Office of Advancement, assists with communication, relationship management and provides project support. Duties include: maintaining a comprehensive calendar for the ED&AVP-CR; coordinating complex meeting requests with senior members of the Colleges, Divisional Relations and broader Division of University’s Advancement (DUA) and other University offices; preparing background material; drafting complex communication materials/correspondence; serving as the first point of contact for donors, senior volunteers and senior administrative officers; develops and drafts meeting schedules, agendas, meeting packages, minutes and correspondence directed to both internal and external stakeholders. In addition, the incumbent serves as the first point of contact and is a key administrative representative for the Office of Advancement; triages both internal and external requests; and maintains positive relations with internal and external stakeholders. The incumbent serves as a liaison with various senior level administrators on a variety of highly confidential issues and works in collaboration with various colleagues in accomplishing duties.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness, and absolute confidentiality. The incumbent must present a professional image of the Office and the University by interacting knowledgeably and courteously with many people including donors, volunteers, senior administrators, faculty, staff, students, and community members. The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.

Qualifications Required

I. Education

University degree or acceptable equivalent combination of education and experience.

II. Experience

Minimum five (5) years’ experience in progressively responsible senior administrative roles, supporting an executive

Experience working in an academic environment and/or with fund-raising environment preferred. Intensive experience using scheduling software.

Experience working with technical information as an asset.

Proven success in providing superior service and support in a busy and demanding environment.

Knowledge of the University structure and senior administration an asset.

III. Skills

Superior word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint.

Experience with computerized scheduling software, email, and internet

IV. Other

Exceptional knowledge of University policies and procedures, and decision-making processes.

Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem-solving skills.

Demonstrated ability to draft clear and concise correspondence.

Strong customer-service orientation.

Demonstrated initiative, accuracy, leadership, and meticulous attention to detail.

Demonstrated judgment, tact, discretion, and ability to handle complex matters of a sensitive and confidential nature.

Ability to organize a heavy and fluctuating workload in a changing environment.

Ability to work under pressure and to meet deadlines.

Ability to assimilate and interpret significant amounts of information.

Ability to work effectively and professionally, both independently and within a team environment

Note: This is a term position, ending December 31, 2026

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 01/14/2025, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget – Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $75,286 – $87,834 — Broadband Salary Range: $75,286 – $125,475

Job Category: Administrative / Managerial

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