Executive Coordinator to CAO

Date Posted: 04/26/2024
Req ID: 36647
Faculty/Division: VP & Provost
Department: Hart House
Campus: St. George (Downtown Toronto)

Description:

This position is responsible for the confidential and efficient daily operation of the Office of the Chief Administrative Officer (CAO) and accomplishes this by providing executive level support to the CAO and the CAO’s portfolio. The Executive Coordinator to the CAO must keep abreast of all activities and situations in the House that impact this portfolio to knowledgeably support the CAO in the resolution of issues and action items. The incumbent is the key point person for internal staff, as well as external contacts, coordinating access to the CAO, based on a thorough understanding of the CAO’s priorities and the needs of internal and external clients. The incumbent provides comprehensive confidential administrative support to the Office of the CAO.

Responsibilities for this position include: establishing and managing business processes and systems to increase efficiency, minimize duplication and optimize the use of Hart House’s resources as it relates to operational, business, human resources and administrative processes; supporting the budget process and other financial related matters, including the preparation of documentation for budget meetings; management of a complex and heavy appointment schedule; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting committees and taking minutes; liaising in a professional and courteous manner administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the CAO on key issues and current events; conducting research; preparing confidential materials; arranging meetings and events specific to the CAO; records management; booking travel arrangements; and special projects as assigned.

The position will manage the administrative functions of the Office of CAO’s new projects and programs, necessitating strategic approaches that demand critical thinking, nuanced understanding, and proactive problem-solving abilities. The incumbent will be responsible for managing multiple projects, ensuring deadlines and compliance requirements are met, all while navigating constraints of time, quality, and budget. This requires a comprehensive grasp of project management principles and the ability to anticipate and address potential challenges proactively, while engaging with numerous stakeholders. 

The incumbent is expected to be proactive, customer-service oriented, with impeccable interpersonal skills, sound judgment, good decision-making skills, and a team player. While primary service is provided to the CAO, the incumbent provides supports to other designated Directors and Managers within the CAO’s portfolio (e.g., Finance, Hospitality, Staff Relations, I.T., and Facilities).

QUALIFICATIONS REQUIRED:

EDUCATION:

University degree or an acceptable equivalent combination of education and experience. Educational background in business administration and/or project management are definite assets. Executive Office Administration Diploma is an asset.

EXPERIENCE:

Minimum 5 years related senior administrative experience supporting multiple project work, with responsibility providing support to a senior executive, preferably in a University or academic setting. Incumbent should have demonstrated experience of the following:
•    Highly developed sense of customer service
•    Ability to handle matters of a confidential and sensitive nature
•    Project management and research experience
•    Spreadsheet creation and manipulation
•    Quantitative analysis

SKILLS:

Computer Skills:
•    Excellent computer and software skills: MS Office (Word, Excel, PowerPoint, Access, SharePoint, OneDrive)
•    Excellent desktop publishing; basic HTML, and web page management skills
•    Excellent skills using multimedia equipment for presentations an asset
•    Project Management software skills, such as Asana
Organizational Skills:
•    Excellent organizational and time-management skills
•    Ability to work independently, set priorities, manage multiple tasks and projects and meet deadlines
•    Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.
•    Flexibility and ability to function within an environment where priorities frequently compete and/or shift.

Analytical Skills:
•    Demonstrated analytical and problem-solving skills
•    Superior quantitative skills with demonstrated experience in handling spreadsheets and analysis
•    Understanding of contract administration as it relates to supply and service contracts.
•    Familiarity with government legislation and experience with the interpretation and application of policies on finance, human resources, procurement, health and safety, and/or records management an asset

Communication Skills:
•    Demonstrated superior writing and editing skills
•    Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals)

OTHER:

•    Proactive, results-oriented attitude; ability to accumulate the organizational knowledge necessary to identify issues and accomplish tasks.
•    Excellent interpersonal skills; ability to work collaboratively and positively in a team setting; ability to work effectively with a wide range of people and personalities (members of the University and corporate communities, students, architects, consultants and construction personnel etc.) in a variety of settings.
•    Able to establish credibility and trust with internal and external contacts and be recognized as a key point person who represents the Office of the CAO. Ability to represent the priorities of the CAO’s Office within the overall priorities of the Warden’s Office.
•    Possess initiative and creativity in identifying opportunities for enhancing the functioning of the Office of the CAO, and managing the priorities of the Office.
•    Thoroughness and careful attention to detail.
•    Tact, discretion, sensitivity to confidential matters.

NOTE:

A cover letter is required to accompany your application. 

Closing Date: 05/12/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time Monday to Friday 8:45am to 5:00pm. Occasional overtime may be required,including evenings and weekends.
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $73,810 - $86,112 -- Broadband Salary Range: $73,810 - $123,015
Job Category: Administrative / Managerial