Executive Assistant to The Chair - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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:

Description:

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
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 notetaking 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):

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:

Job Category:
Administrative / Managerial

Recruiter:
Amanda Di Fonzo

**Lived Experience Statement