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.
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.
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.
Under the general direction of the Chair, Graduate Chair and the Chief Administrative Officer, the Executive Assistant to the Chair provides high-level administrative support to the Chair and Graduate Chair of the Department of Cell & Systems Biology. The incumbent is responsible for supporting the productive and collegial operation of the Chair’s Office. The Assistant to the Chair oversees administrative matters, drafts, edits and proofreads correspondence, reports and other communications and coordinates the Chair’s schedule while maintaining a high standard of confidentiality. The Assistant to the Chair identifies urgent matters of high importance and alerts the Chair to necessary actions, responds to, redirects or escalates enquiries based on the priorities and activities of the Chair's Office. Working under established University procedures and guidelines,



the Assistant to the Chair provides high-level administrative support and coordination of academic processes, including academic searches, tenure and promotion reviews, PTR and related committees for the department including the Human Biology Program. The incumbent also supports the Chair and Graduate Chair in planning and coordinating annual departmental events and special initiatives. Applying established standards when administering academic search activities
Following administrative rules and procedural instructions
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
Providing non-supervisory guidance to faculty, staff and committee members on established administrative procedures and documentation requirements

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 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.
Excellent oral and written communication skills, including drafting, editing and proofreading professional correspondence, reports and other administrative documents.
Strong customer service orientation and professionalism, with the ability to build positive working relationships and provide responsive, tactful support to senior administrators, faculty, staff, students and external stakeholders.

Schedule: Full-Time
Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Administrative / Managerial

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.

📌 ASSISTANT RESPONSABLE PLANNING (H/F) (Toronto)
🏢 University of Toronto
📍 Toronto