Executive Assistant, VDRHE

Job Description

Executive Assistant, VDRHE <p><b>Date Posted: </b>09/05/2025<br /><b>Req ID:</b> 45085<br /><b>Faculty/Division:</b> Temerty Faculty of Medicine<br /><b>Department:</b> Office of the Vice Dean, Research & Health Science Education<br /><b>Campus:</b> St. George (Downtown Toronto)<br /><b>Position Number:</b> 00035602</p><p> </p><p><b>Description:</b></p><p><strong>About us:</strong><br /><br />Home to over 40 departments and institutes, the University of Toronto's 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.<br /><br /><strong>Your opportunity:</strong><br /><br />The Office of the Vice Dean, Research & Health Sciences Education oversees research undertaken for the Temerty Faculty of Medicine and coordinates with its counterparts at the affiliated hospital research institutes for clinical research. This includes: grant proposal development, administering internal funding allocations, collecting and reporting on research productivity metrics, and managing core research facilities.<br /><br />As Executive Assistant, you will act as a trusted liaison between our senior leadership team and internal and external partners to support the advancement of the Faculty's priorities. Your superior organizational and anticipatory skills will enable you to proactively support the Vice Dean to ensure an effective and efficient operation of their portfolio. Your discretion, tact and diplomacy in handling the various demands placed on our resilient leaders will make you an indispensable member of our team.<br /><br /><br /><strong>Your responsibilities will include:</strong></p><ul><li>Acting as a first point of contact, screening a high volume of inquiries, managing complex calendars and drafting editing and preparing written material on behalf of multiple senior leaders</li><li>Fostering cooperative working relationships with a wide variety of internal and external contacts</li><li>Maintaining senior leadership calendars, scheduling appointments, coordinating travel arrangements, expense claims, and resolving scheduling conflicts</li><li>Analyzing administrative processes and procedures and recommending changes for improvement</li><li>Coordinating projects and strategic initiatives, including monitoring and reporting on project progress with senior leadership</li><li>Providing support for the coordination of meetings including scheduling, preparing agendas, booking rooms and minute taking</li><li>Designing surveys to support the evaluation of strategies and objectives</li><li>Contributing to the execution of events by supporting with logistical details such as coordinating event registration activities, preparing itineraries, arranging catering and liaising with internal and external service providers</li></ul><p> </p><p><strong>Essential Qualifications:</strong></p><ul><li>Advanced College Diploma (3 years) or acceptable combination of equivalent experience.</li><li>Minimum five years' of relevant administrative experience supporting senior leaders and the advancement of strategic projects, preferably in a University or hospital environment</li><li>Knowledge of the Temerty Faculty of Medicine and its community partners, including application of its policies and procedures</li><li>Demonstrated experience providing direct support to senior executives/administrators</li><li>Experience scheduling and coordinating meetings and maintaining complex schedules and calendars</li><li>Experience supporting senior committees, including demonstrated proficiency in taking complex minutes independently, with little editing required</li><li>Experience processing basic financial transactions and planning and coordinating events</li><li>Experience independently drafting correspondence</li><li>A strong understanding of culturally sensitive communication and experience dealing with highly sensitive and confidential matters is essential</li><li>High level of proficiency with Microsoft Office Suite</li><li>Experience with computerized scheduling software and document management systems</li><li>Solid communication, interpersonal, organizational and problem solving skills</li><li>Ability to demonstrate adaptability and flexibility within an unpredictable, fast paced environment</li><li>Strong attention to detail and demonstrated judgement, tact and discretion</li><li>Ability to work independently and as a team member</li></ul><p><br /><strong>Assets (Nonessential):</strong></p><ul><li>Experience with the University’s Financial Information System (FIS) and USource</li></ul><p><br /><strong>To be successful in this role you will be:</strong></p><ul><li>Communicator</li><li>Meticulous</li><li>Multi-tasker</li><li>Organized</li><li>Tactful</li><li>Team player</li></ul><p> </p><p><strong>Please Note: </strong></p><ul><li>This is an 18-month term position. </li></ul><p> </p><p><b>Closing Date:</b> 09/18/2025, 11:59PM ET<br /><b>Employee Group:</b> USW <br /><b>Appointment Type</b>: Budget - Term <br /><b>Schedule:</b> Full-Time<br /><b>Pay Scale Group & Hiring Zone:</b><br />USW Pay Band 11 -- $76,577. with an annual step progression to a maximum of $97,928. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. <br /><b>Job Category:</b> Administrative / Managerial<br /><b>Recruiter:</b> Sharon Hung</p><p><b>Lived Experience Statement</b><br />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.</p> .buttontext00b26598368a4abe a{ border: 1px solid transparent; } .buttontext00b26598368a4abe a:focus{ border: 1px dashed #25355a !important; outline: none !important; } <p><strong>Diversity Statement</strong></p><p>The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.<br /><br />As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see <a href="http://uoft.me/UP" rel="nofollow">http://uoft.me/UP</a>.</p><p><strong>Accessibility Statement</strong></p><p>The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.<br /><br />The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.<br /><br />If you require any accommodations at any point during the application and hiring process, please contact <a href="mailto:uoft.careers@utoronto.ca" rel="nofollow">uoft.careers@utoronto.ca</a>.</p><br /><strong>Job Segment: </strong>Rehabilitation, Medical Research, Clinical Research, Document Management, Administrative Assistant, Healthcare, Technology, Administrative </p>