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Executive Assistant

Department: Vice President, Equity and Community Inclusion (ECI)
Position supervisor: Executive Director
Contract length: Up to 4 months
Hours of work per week: 36.25
Position type: Short-Term Assignment (STT)
Rate of pay: $39.85 + 4% vacation pay

About Toronto Metropolitan University (formerly Ryerson University)

At the intersection of mind and action, Toronto Metropolitan University 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.

Toronto Metropolitan University welcomes those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Metis and Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

As an employer, we are working towards a people first culture and are proud to have been selected as one of Canada’s Best Diversity Employers and a Greater Toronto’s Top Employer for 2015, 2016, 2017 and 2018. To learn more about our work environment, colleagues, leaders, students and innovative educational environment, visit www.torontomu.ca, check out @TorontoMet (external link) , @TorontoMetHR (external link)  and @ECItorontomet (external link)  on Twitter, and visit our LinkedIn company page (external link) .

About the program/department/team

The Office of the Vice-President, Equity and Community Inclusion (OVPECI) works to ensure that equity, diversity, and inclusion are a central focal point for the University community through strategic initiatives, programs, reports and partnerships. Since its creation in 2012, the OVPECI has fostered dialogue and established a strong campus presence that provides a range of consultation services, educational events and resources. 

To learn more about us visit at https://www.torontomu.ca/equity. 

The opportunity

The Vice President, Equity and Community Inclusion group is searching for an Executive Assistant to join the team for a short-term assignment and oversee the day-to-day operations of the Office of the Vice President, Equity and Community Inclusion (OVPECI), providing senior administrative and operational support. 

As an Executive Assistant, you will support the Vice President and be responsible for organizing and managing the highest levels of information and activities of the Office in support of the goals and objectives of the University. 

Other responsibilities will include but are not limited to the following:

  • Handling all administrative support tasks, including managing and coordinating the Vice President’s calendar, organizing meetings/events, coordinating logistics, etc. Resolving scheduling issues with internal and external parties and developing a balanced and manageable schedule for the Vice President.
  • Assembling relevant background materials (e.g. agenda and purpose of meeting, biographical material, etc.) for the Vice President’s meetings by researching and collecting documents from a variety of sources. Providing briefing notes for internal meetings and external meetings on matters that should be referenced at such meetings and provides background information on items covered, speaking notes, and for tabling in meetings.
  • Creating correspondence, reports, etc., and editing all materials distributed from the Office, many of which are of a confidential nature. 
  • Acting as the initial administrative contact for OVPECI with internal and external community members.  Liaising on behalf of OVPECI with the University community, senior officials within the university sector, government, and business officials, and representatives of external organizations.  Exercising sound judgment in determining the information to be provided and/or refers to the appropriate individual/department as required.
  • Provide assistance to the Executive Director on issues related to the affairs of the department, including financial, confidential/sensitive personnel matters, policy/procedure materials, etc. 
  • Organizing travel arrangements for the Vice President as required.  Preparing timely travel requests and registration forms and oversees hotel and other logistical arrangements.

Qualifications

To help us learn more about you, please provide a cover letter and resume describing how you meet the following required qualifications:

  • Completion of a post-secondary degree.
  • Minimum of three (3) to five (5) years of relevant work experience supporting senior and/or executive offices within a university or in a public service environment.
  • Knowledge of Indigenous culture and values, barriers to people with disabilities, social justice and anti-racism. Demonstrated experience and commitment to the principles of equity, diversity and inclusion by working with, supporting and/or effectively engaging with diverse and under-represented populations. Please outline in your cover letter or resume any equity, diversity and inclusion activities (professional or other) that would showcase & support your commitment to these principles. 
  • Knowledge of office/business administration and finance functions, including budgeting and financial planning.
  • Understanding of policy and operating procedures and methods to assist the leadership team at OVPECI to create, maintain and/or sustain partnerships across the campus.
  • Understanding the importance of confidentiality and privacy.
  • Ability to work using a trauma-informed approach.
  • Creativity and ability to work with a team engaged in the business of eliminating barriers in an educational context.
  • Strong attention to detail, analytical and problem-solving skills, as the EA will be routinely called upon to review, edit and negotiate various contracts/partnership agreements with various departments/faculties and external partners.
  • Ability to exercise independent judgment on matters which directly impact the well-being of the department.
  • Strong written and verbal communication skills.
  • Strong administrative and organizational skills. 
  • Ability to influence without direct authority.
  • Strong time management skills with the ability to maintain a realistic balance among multiple and competing priorities. 
  • Ability to work independently on all projects and ability to handle a wide variety of responsibilities while maintaining confidentiality/discretion when dealing with highly confidential and sensitive matters.
  • Ability to work on site on a full-time basis. This role requires the person to be on-site five days a week.

How to apply

Please submit an application via email to Debbie Thompson, Executive Director, at debbie.thompson@torontomu.ca.

Applications should be submitted in PDF or word format. Please indicate the position name in the subject line: “Executive Assistant STT position”. Applications should include a resume and a cover letter.

We thank all candidates for their interest, however, only candidates who are invited to an interview will be contacted.

Toronto Metropolitan University’s commitment to equity, diversity and inclusion

  • We encourage all First Nations, Metis and Inuit peoples or Indigenous peoples of North America, to self-identify in their applications. If you are an Indigenous applicant and require support during the recruitment process, please reach out to James McKay, Indigenous HR Lead at james13@torontomu.ca.
  • 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 reach out to to Human Resources: 
  • All information received in relation to accommodation will be kept confidential.