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.

Your prospect

The Department of Cell & Systems Biology promotes research and teaching in some of the most dynamic and vital areas of biological research. We facilitate the pursuit of cutting-edge research in the molecular life sciences and systems biology and embrace new methodologies and state‑of‑the‑art technologies. If you’re an ambitious and innovative individual, consider a future with us. Located in downtown Toronto and part of the University of Toronto, one of the world’s top research universities, this department is an ideal place to work, research, and make a lasting impression in the field.

Your responsibilities will include

- Applying established standards when administering academic search activities
- Following administrative rules and procedural instructions
- Collecting feedback from search committee members
- Coordinating meeting schedules, agendas, materials,



minutes and follow‑up items for the Chair and departmental committees
- Collecting and organizing documentation for tenure, promotion, PTR and related faculty review processes, and distributing materials to authorized committee members
- Preparing draft statistical reports and summaries from data collected
- Drafting, editing and proofreading correspondence, reports, committee documentation and other departmental communications
- Coordinating departmental events, including timelines, invitations and event communications, speaker and service‑provider arrangements, venues, catering, audiovisual requirements and event‑day logistics
- Processing expense reimbursements, making minor purchases and assisting with cost estimates within established procedures and limits
- Providing non‑supervisory guidance to faculty, staff and committee members on established administrative procedures and documentation requirements

Essential Qualifications

- Advanced College Diploma (3 years) or an acceptable combination of equivalent education and experience.
- Minimum three years of recent and related administrative and executive assistance experience, preferably in an academic or research‑intensive institution.
- Experience providing administrative support to senior leadership and handling complex,



sensitive or confidential administrative matters.
- Experience supporting academic HR processes, such as faculty recruitment, tenure and promotion reviews, PTR or related faculty appointment and review activities.
- Experience coordinating committee meetings, preparing meeting materials, taking minutes and following up on action items.
- Experience coordinating or processing expense reimbursements.
- Experience maintaining accurate records and confidential files in accordance with established procedures, with attention to the accuracy and completeness of documentation.
- Experience coordinating academic or departmental events and related communications, including invitations, venue bookings, catering, audiovisual requirements and speaker arrangements.
- Ability to apply established policies, procedures and administrative requirements.
- Demonstrated proficiency in computer applications, including email communication, web‑based tools, internet applications and the Microsoft Office Suite.
- Strong organizational and time management skills, with the ability to coordinate leadership schedules, organize multi‑step activities, manage competing priorities and meet strict deadlines.
- Excellent oral and written communication skills, including drafting, editing and proofreading professional correspondence, reports and other administrative documents.
- Sound judgment, diplomacy and tact in handling sensitive matters and maintaining confidentiality.
- Strong customer service orientation and professionalism, with the ability to build positive working relationships and provide responsive, tactful support

📌 Executive Assistant to the Chair (Canada)
🏢 University of Toronto
📍 Canada