Executive Assistant - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:08/08/2023

Req ID: 33298

Faculty/Division:
Faculty of Arts & Science

Department:
School of Cities

Campus:
St. George (Downtown Toronto)

Position Number:

Description:

About us:

The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world.

The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty.

The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration.

At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The School of Cities at the University of Toronto is one of a kind, created to address the pressing issues facing urban areas to better cities and urban regions.

Wetake advantage of being located in one of the world's most culturally diverse, dynamic, and vibrant cities.

As the innovation centre for the study of cities, the School of Cities is a solutions incubator for urban-focused researchers, educators, students, practitioners and the general public to explore the complex global challenges facing urban centres.

A living laboratory, the School leverages urban data and lived experience to improve policy and decision-making, and collaborates with communities around the world to make cities and urban regions more sustainable, prosperous, inclusive and just.

Your opportunity:

The School of Cities at the University of Toronto is one of a kind, created to address the pressing issues facing urban areas to better cities and urban regions.

We take advantage of being located in one of the world's most culturally diverse, dynamic, and vibrant cities, and implement significant co-curricular, outreach, and public engagement mandates.

Our School is research oriented, focusing on urban challenge projects to strengthen our University's education and expertise in this field.

Offering undergraduate and graduate courses, our School works across institutional and disciplinary boundaries to serve as a leading global hub and benefit both the University and the cities surrounding it.

In this role, you will provide administrative assistant support to the Academic Director, and at times to the Executive Director, of the School of Cities.

The role supports the overall mandate to provide a high level of professional service by interacting with senior-level executives in business, government and civil society, as well as the University's research community,including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations.

The Executive Assistant will be the first point of contact for general inquiries and be responsible for reviewing and drafting correspondence on behalf of the Director, coordinating schedules, maintaining administrative records and providing administrative support.

The role disseminates event-related information, prepares itineraries and briefing materials, records minutes and meeting notes, assists invitees, arranges travel and prepares reimbursement claims, gathers and organizes information, coordinates scheduled activities for functions, and ensures logistics are executed effectively and with a superior levelof service.

Your responsibilities will include:

Information management by disseminating information, handling sensitive and/or confidential information, filing, maintaining a bringforward system to approach deadlines and commitments, and coordinating and managing the flow of correspondence and documents.
Scheduling appointments, coordinating meeting schedules, agendas, materials, action and followup items; taking and distributing meeting minutes and booking rooms and arranging appropriate accommodations
Preparing expense reimbursement forms and supporting monthly reconciliation activities
Data entry and tracking and generating reports
Acting as the first point of contact for general enquiries
Determining logístical details and activities for events and/or programming
Handling sensitive and/or confidential information

Essential Qualifications:

Advanced College Diploma (3 years) or an acceptable combination of equivalent experience.
Experience with organizing detailed travel and meeting schedules.
Experience drafting correspondence and taking minutes.
Experience planning the logistics of events.
Demonstrated experience working with senior leaders across sectors, including private enterprise, community organizations, notforprofits, and local and provincial governments.
Proficiency