Executive Assistant, Cao

Date Posted: 03/08/2024
Req ID:36469
Faculty/Division: School of Management
Department: Joseph L. Rotman School of Management
Campus: St. George (Downtown Toronto)
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:
 
As the Executive Assistant to the CAO, you will actively support the Rotman School’s goal of ranking as one of the top tier business schools world-wide and accomplish this in providing executive level support to the Chief Administrative Officer (CAO).  As the Executive Assistant, you must have a comprehensive view of the School at all times and in particular the strategic planning and operational activities involving the CAO, the direct reports in the portfolio and other senior colleagues. The Executive Assistant must keep abreast of all activities and situations in the School that impact this portfolio to knowledgeably support the CAO in the resolution of issues and action items. The Executive Assistant is the key point person for internal staff and faculty, as well as external contacts, coordinating access to the CAO, based on a thorough understanding of the CAO’s priorities and the needs of internal and external clients. The Executive Assistant provides comprehensive confidential administrative support to the Office of the CAO.
Reporting directly to the CAO, the Executive Assistant ensures the effective and efficient daily operation of the Office of the CAO. Responsibilities include: establishing and managing systems for overseeing a wide range of administrative processes; supporting the budget process and other financial related matters, including the preparation of documentation for budget meetings; management of a complex and heavy appointment schedule; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting Committees and taking minutes; attendance tracking and reconciliation; liaising in a professional and courteous manner with all faculty members, administrative staff and external parties; handling office communications, dealing with business correspondence, emails and phone calls; briefing the CAO on key issues and current events; conducting research; preparing confidential materials; arranging meetings and events specific to the CAO; records management; booking travel arrangements; and special projects as assigned.
The Executive Assistant is proactive, customer-service oriented, with impeccable interpersonal skills, sound judgment, good decision-making skills, and a team player. While primary service is provided to the CAO, the Executive Assistant provides occasional support in peak periods to other designated Directors and Managers within the CAO’s portfolio (e.g., Financial Services, IT, Building Operations, Human Resources, Capital Projects and Special Projects), as well as to the Dean’s Office.
Essential Qualifications:
-EDUCATION:
 
University degree or relevant combination of education and experience.  Educational background in business administration, project management are especially useful.
-EXPERIENCE:
 
Minimum five (5) years related senior administrative experience, with responsibility providing support to a senior executive, preferably in a university or academic setting.  Demonstrated experience in project management, research, spreadsheet creation and manipulation, quantitative analysis, and event planning. Knowledge of the University’s Procurement and Financial Management policies. A highly developed sense of customer service. Ability to handle matters of a confidential and sensitive nature.
-SKILLS:
 
Computer Skills:
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-Excellent computer and software skills: MS Office (Word, Excel, PowerPoint, Access)
-Familiarity with desktop publishing; basic HTML, web page management
-Familiarity with audiovisual equipment for presentations an asset
Organizational Skills:
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-Excellent organizational and time-management skills
-Ability to work independently, set priorities, manage multiple tasks and projects and meet deadlines
-Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.
-Flexibility and ability to function within an environment where priorities frequently compete and/or shift.
Analytical Skills:
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-Demonstrated analytical and problem solving skills
-Superior quantitative skills with demonstrated experience in handling spreadsheets and analysis
Communication Skills:
-Demonstrated superior writing and editing skills
-Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals)
 
-OTHER:
 
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-Proactive, results-oriented attitude; ability to accumulate the organizational knowledge necessary to identify issues and accomplish tasks.
-Excellent interpersonal skills; ability to work collaboratively and positively in a team setting; ability to work effectively with a wide range of people and personalities (members of the University and corporate communities, students, architects, consultants and construction personnel etc.) in a variety of settings. 
-Able to establish credibility and trust with internal and external contacts and be recognized as a key point person who represents the Office of the CAO. Ability to represent the priorities of the CAO’s Office within the overall priorities of the Dean’s Senior Management Team.
-Possess initiative and creativity in identifying opportunities for enhancing the functioning of the Office of the CAO and managing the priorities of the Office.
-Thoroughness and careful attention to detail.
-Tact, discretion, sensitivity to confidential matters.
 
Notes:
This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.
Closing Date: 03/17/2024,11:59PM ET
Employee Group: Salaried 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 -- Hiring Zone: $73,810 - $86,112 -- Broadband Salary Range: $73,810 - $123,015
Job Category: Administrative / Managerial