Executive Assistant to the Dean (18 Month Term)
University of Toronto
Toronto, ON
Under the general direction of the Dean at the Lawrence S. Bloomberg Faculty of Nursing, the Executive Assistant is responsible for providing a wide range of high-level executive administrative support to the Office of the Dean. Major responsibilities include briefing the Dean on key issues and current events; maintaining positive relations and communicating with a wide variety of internal and external stakeholders; developing business processes and systems to increase efficiency of the Office; managing the operations of the Dean’s Office to ensure the needs of stakeholders are met in an efficient and effective manner; managing the Dean’s Office expenses; independently composing correspondence for the Dean’s signature; resolving issues and answering inquiries independently where appropriate based on the understanding of the Dean’s portfolio.

Qualifications:
Education:
University degree or an equivalent combination of education and experience.

Experience:
Minimum of five years senior and/or executive administrative support experience. Demonstrated experience in handling matters of a confidential and sensitive nature. Ability and commitment to project a professional and positive image, maintain confidentiality, think critically and exercise mature judgment. Proactive and must have the ability to work autonomously with minimal oversight. Knowledge of a university structure, and especially of the University of Toronto and its policies, is a definite asset

Skills

Excellent 70 wpm typing. High proficiency with Microsoft Word, EXCEL, PowerPoint, email and Adobe with willingness and ability to learn new applications and software. Ability to navigate in web/internet based applications

Other

Strong communication skills to effectively assist with staff, faculty, alumni/donors, students and external constituencies, verbally and written. Possess skills of tact, poise, diplomacy, confidentiality and hospitality with diverse population of staff, faculty, students, and the community in a high pressure and demanding environment. Strong organizational and planning skills and excellent attention to detail. Solid skills in problem identification. Ability to anticipate potential problems, offer advice and propose solutions. Ability to research topics, conduct analyses, and summarize findings. Ability to evaluate and anticipate problems and recommend solutions. Advanced writing and proofreading skills sufficient to prepare a wide variety of documents with correct spelling, grammar and punctuation. Ability to deal in a professional and timely manner with the Dean’s various internal and external stakeholders. Ability to exercise tact and judgement in managing contacts on behalf of the Dean. Ability to analyse information and prepare documents within the parameters set by the Dean. Excellent communication skills. Ability to work under the pressure of multiple deadlines and conflicting and shifting priorities. Must be able to work independently and as part of a team.

Travel: None

Notes:
This is an eighteen (18) month term position. Secondments are welcomed.