Executive Assistant

Date Posted: 12/19/2025
Req ID: 46485
Faculty/Division: UofT Mississauga
Department: UTM:Ofc of the ViceP Research&Innovation
Campus: University of Toronto Mississauga (UTM)

Description:

U of T Mississauga—the second largest campus of Canada's top-ranked university and the only research universityin Ontario's booming Peel Region—is one of the world's great catalysts of human potential.
Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus withcuriosity, connection and care. We work together to spark life-changing research and innovation, make an indeliblemark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future andignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of alifetime through learning and discovery. We love to open opportunities available nowhere else for our communityto achieve their ambitions and make their unique contributions to Canada and the world.
This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creekor Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We're thrilled to welcome those who want to learnmore about us and to be part of what we do.
POSITION SUMMARY:

Under the general direction of the Vice-Principal, Research & Innovation (VPRI) and reporting to the Manager, Finance and Research and Innovation Operations (MFRIO), Office of the Vice-Principal Research & Innovation (OVPRI), the incumbent will provide a broad range of executive-level and highly confidential administrative support to the VPR to ensure the efficient and effective administrative operation of the Office.

The incumbent must possess sound judgement and decision-making skills and a superb knowledge of the best practices in providing effective executive-level administrative support. They must also have an excellent understanding of both the breadth of responsibilities handled by the VPRI and the actions required to enable the VPRI to successfully address those responsibilities. The Executive Assistant (EA) must develop and maintain a solid understanding of the priorities of the VPRI, as well as a thorough understanding of related University policies and procedures to ensure the efficient operation of the OVPRI and relevant committees as required. The incumbent must present a professional image in the Office by interacting knowledgeably and courteously with many people, including senior administrators, faculty, staff, students, external partners and community members.

The primary responsibilities include: managing the VPRI's complex and intensive appointment schedule; providing executive-level administrative support by managing the flow of confidential information to and from the VPRI and ensuring timely follow-up to requests to and from the VPRI; conducting background research and organizing materials in preparation for meetings; preparing and editing a variety of frequently complex and confidential material; unilaterally identifying problems and resolving them either independently or in consultation with the VPRI and/or the MFRIO based on understanding of the VPRI's priorities; ensuring that VPRI is informed of pertinent issues in a timely manner; drafting correspondence, reports,  briefs/briefing notes, and presentations; and making arrangements for travel, conferences, and special events. The incumbent provides logistic and administrative support to the VPRI and is the first point of contact for internal and external interactions involving the VPRI. The incumbent is responsible for liaising with other departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, communications, and for organizing and overseeing specific events and activities.
QUALIFICATION REQUIRED:

EDUCATION:
University degree or an equivalent combination of education and experience.

EXPERIENCE:
Must have a minimum of five years' experience supporting senior executive(s), preferably with significant experience in a post-secondary setting. Demonstrated experience managing projects, liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature and working in a fast-paced work environment. Must have experience drafting correspondence, preparing briefing packages, applying and working with policies and procedures and organizing and coordinating special events. Experience managing complex calendars and resolving calendar conflicts with other senior administrators. Experience with basic accounting and financial administration. Familiarity with the University of Toronto considered an asset, its relevant structures, policies and procedures, departmental and campus priorities, and their application.

SKILLS:
Must demonstrate strong oral and written communications skills, computer competencies, especially with e-mail software, and electronic calendars. Demonstrated ability with Microsoft Word, PowerPoint, SharePoint, Teams and Excel, Zoom, and Adobe Acrobat Pro.

OTHER:
Must have superior skills in diplomatically handling inquiries from a range of internal and external contacts. Must have flexibility and adaptability to the needs of others, with the ability to cope with frequent interruptions, constantly changing priorities, and the fluctuating schedules of a number of individuals outside of the incumbent's control. Excellent time-management skills, managing conflicting priorities and deadlines. Professionalism, tact, discretion, sensitivity, responsiveness and meticulous confidentiality is required for this role. Superior organizational and problem-solving skills. Commitment to excellent customer service and teamwork is required. Ability to work in a high pressure and fast-paced environment. Meticulous approach to work with strong attention to detail.

***Please note, there is one position available for a 14-month term*** 

Closing Date: 01/09/2026, 11:59PM ET
Employee Group: Salaried
Personnel Subarea:PM
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $76,641 - $89,415 -- Broadband Salary Range: $76,641 - $127,734
Job Category: Administrative / Managerial