Executive Assistant & Events Coordinator (Term)

Date Posted: 09/27/2022
Req ID: 27543
Faculty/Division: Faculty of Arts & Science
Department: Schwartz Reisman Inst for Tech & Society
Campus: St. George (Downtown Toronto)
Position Number: 00046499

Description:

About us:

The Schwartz Reisman Institute for Technology and Society is a highly specialized research, policy and solutions initiative at the University of Toronto that draws on world-class research expertise across multiple academic divisions; regional, national, and international academic partners; and commercial and community organizations and translates research into concrete solutions and policy guidance. We see that the world is in the midst of a massive technological revolution. Artificial intelligence, biotech and other emerging technologies are remaking entire industries and rewiring the way we live, work and organize society. Technology is even challenging our conception of what it means to be human. And it’s all happening at breakneck speed.

Your opportunity:

This role reports to the Executive Director and acts as Executive Assistant & Events Coordinator providing a range of supports and services to helpensure the smooth and effective operation of the unit. The role supports the overall mandate to provide a high level of professional service interacting with the University’s research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations. In the position you will act as the first point of contact for general enquiries, coordinate schedules, maintain administrative records and provide general administrative support. The role disseminates event-related information, prepares itineraries, assists invitees, arranges travel, coordinates scheduled activities for functions and ensuring logistics are executed effectively and with a superior level of service.

Your responsibilities will include:

• Resolving scheduling conflicts with internal and external participants, acting as first point of contact for general enquiries
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Taking and distributing meeting minutes, providing administrative and logistical support for meetings
• Maintaining filing system
• Determining logistical details and activities for events, resolving issues that may occur during events and redirecting as appropriate
• Collecting supporting documentation required for payroll and/or HRIS processing
• Maintaining office equipment and supply inventory

Essential Qualifications:

• Advanced College Diploma (3 years) in business administration or acceptable combination of equivalent experience.
• Minimum three years related, progressive administrative experience, including experience providing executive assistant support to a senior leader or academic administrator, or equivalent. Prior experience in the execution of event logistics or equivalent.
• Proven success in providing superior service and support in a busy, high-volume environment.
• Experience with organizing intricate travel and meeting schedules.
• Strong administrative skills; ability to be pro-active and to anticipate needs and a high attention to detail
• Excellent oral communication and interpersonal skills
• Demonstrated ability to draft clear and concise correspondence
• Excellent attention to detail and superior organizational skills
• Must be able to meet competing deadlines and priorities as well as to be flexible within a changing environment
• Strong skills with computerized scheduling software
• Demonstrated tact, discretion and ability to handle matters of a sensitive and confidential nature
• Superior Microsoft Office skills including Word, Excel, Outlook and PowerPoint
• Must be able to collaborate and participate effectively within a team environment

Assets (Nonessential):

• Prior experience in maintaining attendance management records
• Familiarity with HRIS or equivalent system

To be successful in this role you will be:

• Communicator
• Diplomatic
• Organized
• Proactive
• Responsible

Please note: This is a term position until May 31, 2023

Closing Date: 10/05/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $60,006 with an annual step progression to a maximum of $76,739. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.