Executive Assistant

About Toronto MetropolitanAt the intersection of mind and action, Toronto Metropolitan University (TMU) is on a transformative path to become Canada’s leading comprehensive innovation university. Integral to this path is the placement of equity, diversity and inclusion as fundamental to our institutional culture. Our current academic plan outlines each as core values and we work to embed them in all that we do.TMU welcomes those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us in realizing the benefits of embedding these values into the work at every level and in every unit of the university. In addition, to correct the conditions of disadvantage in employment in Canada and to bring lived experiences to the work, we encourage applications from members of equity deserving groups that have been historically disadvantaged and marginalized, including First Nations, Métis and Inuit Peoples in Canada, First Nations Peoples in the United States, racialized people, Black people, persons with disabilities, women, and 2SLGBTQ+ people. Preference will be given to candidates with lived experiences as people from equity deserving groups, as well as experience working with these communities with which the University works every day. Please note that all qualified candidates are encouraged to apply and we welcome newcomers and immigrants to Canada.In April 2022, the university announced its new name of Toronto Metropolitan University. Learn more about our next chapter.The team The Administration and Operations Management Group (AOMG) consists of leaders of seven non-academic units that work in partnership with colleagues across the university. The group focuses on people, infrastructure and operations ensuring that students, faculty and staff can call TMU a vibrant place to learn and work.The activities of the units of the AOMG range from complex undertakings such as building the new The School of Medicine campus, providing healthy, delicious and sustainable food in the cafeterias and student residences, to everyday operations that include ensuring WIFI is up to speed, classrooms are turned over for the next group of students and the campus feels safe and welcoming.The objective of the AOMG is to help every TMU community member feel valued and empowered to do their work - whether it is to excel as a student, shine as top-notch researcher or win accolades as a staff member.The OpportunityThe Office of the Vice-President, Administration & Operations is seeking a detail-oriented and highly organized Executive Assistant to join their team! The successful incumbent will provide a wide range of high level, confidential administrative and client-facing services for the Office of the Vice-President, Administration and Operations (OVPAO), ensuring smooth day-to-day operations.Key ResponsibilitiesManage highly complex and dynamic calendars of the Vice President Administration and Operations, the Executive Director, the Manager, Operations and Finance and the Special Projects Manager.Act as the primary gatekeeper and point of contact for the OVPAO in assessing and fielding meeting requests, and determining the appropriate level of access to senior leaders.Prepare and coordinate materials for meetings, including agendas, presentations, and briefing notes.Assemble relevant background materials by researching and collecting documents from a variety of sources. Develop comprehensive briefing materials to ensure participants are well informed on key issues and discussion points.Coordinate logistical support for meetings or events, which may include booking meetings, arranging for catering and/or a venue, producing and distributing invitations, providing on-site support, and assisting with other logistical details.Attend meetings as required, take minutes, and track action items Draft and review correspondence, reports, and internal communications.Prepare itineraries, travel arrangements and hotel accommodations for the Vice President/Executive Director, considering cost-effectiveness and personal preferences.Develop, maintain and implement internal office procedures, efficient records and information management systems Provide budgetary, event management and project coordination support, and conduct general research to support the department operations. Provide guidance, training, assistance and support to other staff within the OVPAO portfolio on standard processes and operational procedures.Represent the OVPAO in interactions with internal and external stakeholders.QualificationsTo help us learn more about you, please provide a cover letter and resume describing how you meet the following required qualifications:A minimum of five (5) years of relevant administrative experience providing senior level support in an Executive Office is required, and preferably in a university setting or in the broader public sectorExperience providing high level customer serviceExperience monitoring, tracking and processing financial and departmental activities.Experience organizing events involving external partners.Experience in word processing, report preparation, office procedures/practices, scheduling and event coordination. Working knowledge of Google Suites is an assetStrong administrative and time management skillsStrong interpersonal and client service skills; ability to work effectively with a wide range of people and personalitiesStrong planning, organizational skillsDemonstrated ability to set priorities, manage multiple tasks and projects, and meet deadlinesStrong problem solving skills; must be a strategic thinker, capable of anticipating needs, resolving issues independently, and adapting to shifting prioritiesMaintains confidentiality and exercises sound judgment and discretion when managing sensitive or confidential materials, discussions, or appointments.Additional Information (MAC)Position Number20005500Reports ToManager, Operations and FinanceDepartmentOffice of the Vice-President, Administration and OperationsEmployee Group MACVacancy Type FTCE Work LocationHybrid (4 days on site, 1 remote)Start DateJanuary 5, 2026Hours of Work 36.25Grade C42Salary Scale$69,579 - $111,145Hiring Salary Range$69,579 - $90,362TA SpecialistShellee HuiePosting DateNovember 14, 2025Application Close DateNovember 28, 2025An equivalent combination of education and experience may be considered.Applicants who do not meet all of the posted qualifications may, upon the University’s sole discretion, be considered to fill a vacancy on an underfill basis.\Candidates must have a demonstrated record of dependability/reliability and a commitment to maintain confidentiality.We encourage all First Nations, Metis and Inuit peoples or Indigenous peoples of North America, to self-identify in their applications.As part of the selection process, candidates may be required to complete an occupational assessment. Applications will only be accepted online through Toronto Metropolitan University's career site.Toronto Metropolitan University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA), and aims to ensure that independence, dignity, integration and equality of opportunity are embedded in all aspects of the university culture.We will provide an accessible experience for applicants, students, employees, and members of the Toronto Metropolitan University community. We are committed to providing an inclusive and barrier-free work environment, starting with the recruitment process. If you have restrictions that need to be accommodated to fully participate in any phase of the recruitment process, please submit your request through the AskHR webform. All information received in relation to accommodation will be kept confidential.