Executive Assistant to the Chair

University of Toronto

Date Posted: 03/19/2024

Req ID: 36566

Faculty/Division: Temerty Faculty of Medicine

Department: Dept of Family & Community Medicine

Campus: St. George (Downtown Toronto)

Position Number: 00037829


About us:

Home to over 40 departments and institutes, the University of Toronto’s Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

Your opportunity:

The Department of Family and Community Medicine (DFCM) is recognized internationally for its clinical, educational and research excellence. Our faculty are clinical and academic leaders who are breaking new ground on issues ranging from inner city health, addiction medicine, global health, palliative care, immigrant and indigenous health, and far more.

As Executive Assistant to the Chair, you will provide high-level administrative support to our Department Chair and serve as a key liaison for our senior leadership team. You will be entrusted with a wide variety of administrative tasks that require a great deal of tact, attention to detail and adaptability within an unpredictable, fast paced environment. Your strong communication and organizational skills, coupled with your discretion and diplomacy in handling the various demands placed on our resilient leaders will make you an indispensable member of our team.

Your responsibilities will include:

  • Maintaining calendars for senior leadership and probing for information to establish needs
  • Supporting senior level committees, including agenda preparation, minute taking and following up on actionable items
  • Assessing, revising and following processes that support administrative activities and objectives
  • Applying established standards when administering academic search activities
  • Analyzing administrative processes and procedures and recommending changes for improvement
  • Preparing expense reimbursements

Essential Qualifications:

  • Advanced College Diploma (3 years) in Business Administration and/or acceptable combination of equivalent experience
  • Minimum three (3) years of related administrative experience, preferably within a University and/or hospital environment
  • Demonstrated experience acting as a first point of contact, screening a high volume of inquiries, maintaining multiple calendars and drafting and editing content and written materials on behalf of senior leadership
  • Experience supporting committees, including taking minutes and preparing written documents from minutes and/or notes
  • Experience coordinating academic searches and related logistics
  • Experience liaising with senior administrators and or faculty members, responding to and handling administrative matters of a confidential and sensitive nature
  • Experience in organizing the logistics of meetings and special events
  • Advanced proficiency with Microsoft Office Suite, content management systems; familiarity with planning and data management tools and a capacity to summarize information and prepare reports
  • Excellent oral and written communication skills; strong note-taking skills.
  • Excellent interpersonal, problems solving and analytical skills
  • Extremely well organized and the ability to meet strict deadlines
  • Ability to assess urgency and prioritize tasks
  • Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality
  • Superior service orientation
  • Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably and effectively with all senior academic administrators, faculty and staff

Assets (Nonessential):

  • Knowledge of the Temerty Faculty of Medicine and its community partners, including application of its policies and procedures

To be successful in this role you will be:

  • Meticulous
  • Organized
  • Problem solver
  • Responsible
  • Tactful
  • Team player

Closing Date: 03/27/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 10 — $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Amanda Di Fonzo

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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