Date Posted: 08/07/2025
Req ID: 44693
Faculty/Division: UofT Mississauga
Department: UTM: Facilities, Management & Planning
Campus: University of Toronto Mississauga (UTM)

DESCRIPTION:

Working under the direction of the Executive Director (ED), the Executive Assistant is responsible for the confidential and efficient daily operation of the Digital & Physical Infrastructure (DPI) Portfolio and accomplishes this by providing executive level support to the ED and DPI senior leadership. The DPI portfolio consists of the Department of Facilities, Management & Planning, Campus Safety and I&ITS. The Executive Assistant must keep abreast of all activities and situations across the Campus that impacts the DPI portfolio to knowledgeably support the ED in the resolution of issues and action items.
The incumbent provides comprehensive confidential administrative support, responsibilities include: establishing and managing business processes and systems to increase efficiency, management of a complex and heavy schedule and multiple calendars for DPI senior leadership; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting committees and taking minutes; liaising in a professional and courteous manner with all faculty, administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the ED on key issues and current events; conducting research; preparing confidential materials; arranging meetings; records management and special projects as assigned.

EDUCATION:

University degree in Business or an equivalent combination of education and experience.

EXPERIENCE:

Minimum of four years’ experience supporting senior executive(s). Must have experience drafting correspondence, preparing briefing packages and presentations, applying and working with policies and procedures and organizing and coordinating special events. Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience with organizing complex meeting schedules. Knowledge about protocol, diplomacy and an excellent understanding of the University’s mission and intersection with the broader community.

SKILLS:

Demonstrated superior writing and editing skills. Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals). Advanced computer skills in Microsoft Office (must be able to set up templates and macros in Word and Excel, set up Excel spreadsheets and graphics, and prepare sophisticated PowerPoint presentations), and scheduling software; Familiarity with Microsoft SharePoint and TEAMS an asset; Demonstrated analytical and problem-solving skills.

Please refer the Job description for details