Executive Assistant, Executive Director

Description

About us:

The Rotman School of Management is part of the University of Toronto, a global centre of research and academic excellence at the heart of Canada’s commercial and financial capital. Rotman is a catalyst for transformative learning, insights and public engagement, bringing together diverse views and initiatives around a defining purpose: to create value for business and society. We make a fundamental promise – Here’s where it changes – to our students, our partners and the broader community. Everyone at Rotman, faculty and staff, plays a role in bringing that promise to life.

Your opportunity:

The Creative Destruction Lab (CDL) at the Rotman School of Management, University of Toronto, helps innovators transition from science projects to high-growth companies. CDL deals with some of the world’s top, early-stage, high technology ventures. The nine-month program – structured around five summit-type meetings – pairs start-up founders with experienced entrepreneurs and investors who set focused, measurable objectives to achieve over fixed timelines. The Executive Assistant provides comprehensive administrative support to the Executive Director, Creative Destruction Lab working with minimal direction and oversight.

The incumbent has a comprehensive, thorough understanding of CDL at all times and provides a coordinated point of contact for the internal and external stakeholders of CDL. The incumbent oversees day-to-day operational needs of CDL; develops and maintains office administrative procedures, and also provides administrative support, on an as needed basis, to other CDL staff members. The Executive Assistant is responsible for the effective and efficient delivery of administrative support services to the Executive Director.

This administrative support includes the management of frequent changing appointment and travel schedules; preparation of presentation materials and meeting notes; liaising in a professional manner with faculty, staff and external partners and contacts; preparing business correspondence and handling phone calls; arrangement and planning of meetings and events and support in the tracking of budget expenditures and processing of invoices. The Executive Assistant is expected to be very proactive and customer service-oriented with strong interpersonal skills, sound judgment and decision-making skills.

The incumbent must keep abreast of the activities and priorities of the Executive Director, Creative Destruction Lab in order to knowledgeably provide support in the resolution of issues and bring closure on all action items. The incumbent is the liaison and key point person for internal staff and faculty and external contacts coordinating access to the Executive Director based on a thorough understanding of the priorities and the needs of internal and external clients.

Your Responsibilities will include:

  • Overseeing day-to-day operational needs of the unit
  • Developing and maintaining procedures for the use of space and equipment
  • Liaising with stakeholders to support initiatives
  • Serves as first point of contact for internal and external stakeholders working with
  • Keeping well-informed on leadership commitments and priorities
  • Handling sensitive and/or confidential information
  • Assessing and revising processes that support administrative activities and objectives
  • Following administrative rules and procedural instructions

Qualifications:

  • Bachelor’s Degree or acceptable combination of equivalent experience.
  • Minimum of 5 years’ related administrative experience, preferably in a corporate or professional office environment providing administrative support at the senior management level and dealing with senior internal and external contacts is required
  • Demonstrated skills and experience with data management, statistics and report generation using MS Excel.
  • Demonstrated strong project coordination and scheduling & calendar management experience is required.
  • Strong computer skills MS Office- Word, Excel, PowerPoint and comfortable using the internet and e-mail.
  • Must be tech savvy and up to date in the latest tools (ie. Google docs, all Microsoft products, etc).
  • Strong organizational, customer service and time management skills.
  • Must be a strong communicator with demonstrated strong verbal, written and listening skills.
  • Able to work well independently, with little supervision and oversight.
  • Sensitive to various levels of expectation from faculty, staff and external contacts.
  • Ability to prioritize work and exercise sound judgment with excellent decision-making skills.

To be successful in this role you will be:

  • Accountable
  • Adaptable
  • Organized
  • Proactive
  • Team player

Closing Date: 09/14/2022, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget – Continuing
Pay Scale Group & Hiring Zone: USW Pay Band 12 — $71,842 with an annual step progression to a maximum of $91,875. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dane Williams

Lived Experience Statement
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.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

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