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Job Description
Date Posted: 06/20/2024
Req ID: 38090
Faculty/Division: UofT Mississauga
Department: UTM:Office of Communications
Campus: University of Toronto Mississauga (UTM)
Description:
About Us:
U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region—is one of the world’s great catalysts of human potential.
Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world.
This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.
Your Opportunity:
The Office of Communications is where a team of professional communicators, creators, and strategists work to bring a spotlight to UTM's stories.We are a dynamic group of creative professionals with a mission to share, connect, celebrate, inform, and illuminate the inclusive excellence of our campus community, demonstrated through the impact and discoveries of UTM's students, faculty, librarians, and staff. We prioritize teamwork, shared leadership, professional growth, and a commitment to supporting UTM's role in our region as the University of Toronto for Mississauga. The Executive Assistant is an essential and valued member of our team. They provide thoughtful and professional executive support to the leadership team, administrative support and office management, and will be a key contributor to the strategic priorities of the Office of Communications, including project management, accountability reporting, stakeholder management, creative projects, community relations, and events. We welcome applications from candidates who have proven reliability, professionalism, and judgement and are interested in working in a dynamic and creative environment with frequent opportunities to add value to our team and our projects.
Position Summary:
The Executive Assistant provides pro-active, executive-level administrative support to the executive director, communications (EDC) and director(s) of the UTM Office of Communications, and generally provides administrative support to the Office. The Executive Assistant’s support enables the executive director, communications and director(s) to manage their portfolios in the most efficient and effective manner. The role, based on an understanding of the confidential and sensitive environment of a fast-paced, high pressure executive office, manages the administrative function by providing administrative support; planning and supporting meetings, events and travel; drafting correspondence and related documents (reports, presentations,); anticipating outcomes of requests made to the EDC or director(s) and redirecting or initiating preliminary action; and working on special projects for the EDC and director(s). The incumbent works to advance the priorities of the office by coordinating meetings of the EDC and director(s), 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 EDC and director(s). The incumbent must develop and maintain an understanding of the portfolio, campus and EDC’s priorities, activities and commitments involving senior University, government, industry, donor, alumni, community, and international stakeholders. The Executive Assistant resolves issues and answers inquiries within established parameters and based on the understanding of the portfolio and priorities, ensuring the EDC and director(s) are informed of pertinent issues. The incumbent requires a high degree of sensitivity, responsiveness and a critical need to maintain confidentiality due to engagement with matters related to labour, HR, issues management with significant potential reputational impact to the University, and other highly confidential University matters. The Executive Assistant maintains a thorough understanding of University policies and procedures to oversee the efficient operation of the Office.The incumbent serves as an ambassador of the portfolio, interacting knowledgeably and courteously with the many people who come into contact with the office, including media, senior administrators, faculty, staff, students, government, industry, donors, alumni, community and international stakeholders.
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 spreadsheets 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, 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 maintain confidentiality of highly sensitive and information. Demonstrated diplomacy, tact, judgement and discretion. Must be able to work to work independently and to collaborate and participate effectively and collegially within a team environment.
Hybrid Schedule
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 WorkArrangements Guideline.
Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities,persons with disabilities, and other equity deserving groups are encouraged , and their lived experience shall be taken into consideration as applicable to the posted position. This search aligns with the University’s commitment to strategically and proactively promotediversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome andencourage candidates from those communities .
Closing Date:07/08/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Regular daytime hours: 8:45 a.m. - 5:00 p.m. Monday - Friday
Pay Scale Group & Hiring Zone:C2 -- Hiring Zone: $64,804 - $82,949 -- Broadband Salary Range: $64,804 - $101,093
Job Category: Communication/Media/Public Relations
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Req ID: 38090
Faculty/Division: UofT Mississauga
Department: UTM:Office of Communications
Campus: University of Toronto Mississauga (UTM)
Description:
About Us:
U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region—is one of the world’s great catalysts of human potential.
Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world.
This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.
Your Opportunity:
The Office of Communications is where a team of professional communicators, creators, and strategists work to bring a spotlight to UTM's stories.We are a dynamic group of creative professionals with a mission to share, connect, celebrate, inform, and illuminate the inclusive excellence of our campus community, demonstrated through the impact and discoveries of UTM's students, faculty, librarians, and staff. We prioritize teamwork, shared leadership, professional growth, and a commitment to supporting UTM's role in our region as the University of Toronto for Mississauga. The Executive Assistant is an essential and valued member of our team. They provide thoughtful and professional executive support to the leadership team, administrative support and office management, and will be a key contributor to the strategic priorities of the Office of Communications, including project management, accountability reporting, stakeholder management, creative projects, community relations, and events. We welcome applications from candidates who have proven reliability, professionalism, and judgement and are interested in working in a dynamic and creative environment with frequent opportunities to add value to our team and our projects.
Position Summary:
The Executive Assistant provides pro-active, executive-level administrative support to the executive director, communications (EDC) and director(s) of the UTM Office of Communications, and generally provides administrative support to the Office. The Executive Assistant’s support enables the executive director, communications and director(s) to manage their portfolios in the most efficient and effective manner. The role, based on an understanding of the confidential and sensitive environment of a fast-paced, high pressure executive office, manages the administrative function by providing administrative support; planning and supporting meetings, events and travel; drafting correspondence and related documents (reports, presentations,); anticipating outcomes of requests made to the EDC or director(s) and redirecting or initiating preliminary action; and working on special projects for the EDC and director(s). The incumbent works to advance the priorities of the office by coordinating meetings of the EDC and director(s), 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 EDC and director(s). The incumbent must develop and maintain an understanding of the portfolio, campus and EDC’s priorities, activities and commitments involving senior University, government, industry, donor, alumni, community, and international stakeholders. The Executive Assistant resolves issues and answers inquiries within established parameters and based on the understanding of the portfolio and priorities, ensuring the EDC and director(s) are informed of pertinent issues. The incumbent requires a high degree of sensitivity, responsiveness and a critical need to maintain confidentiality due to engagement with matters related to labour, HR, issues management with significant potential reputational impact to the University, and other highly confidential University matters. The Executive Assistant maintains a thorough understanding of University policies and procedures to oversee the efficient operation of the Office.The incumbent serves as an ambassador of the portfolio, interacting knowledgeably and courteously with the many people who come into contact with the office, including media, senior administrators, faculty, staff, students, government, industry, donors, alumni, community and international stakeholders.
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 spreadsheets 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, 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 maintain confidentiality of highly sensitive and information. Demonstrated diplomacy, tact, judgement and discretion. Must be able to work to work independently and to collaborate and participate effectively and collegially within a team environment.
Hybrid Schedule
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 WorkArrangements Guideline.
Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities,persons with disabilities, and other equity deserving groups are encouraged , and their lived experience shall be taken into consideration as applicable to the posted position. This search aligns with the University’s commitment to strategically and proactively promotediversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome andencourage candidates from those communities .
Closing Date:07/08/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Regular daytime hours: 8:45 a.m. - 5:00 p.m. Monday - Friday
Pay Scale Group & Hiring Zone:C2 -- Hiring Zone: $64,804 - $82,949 -- Broadband Salary Range: $64,804 - $101,093
Job Category: Communication/Media/Public Relations