Executive Assistant, Service Administrator

Date Posted: 03/02/2026
Req :47148
Faculty/Division: VP - Research
Department: Innovations & Partnerships Office
Campus
:
St. George (Downtown Toronto)
Existing Vacancy: Yes

Description:

About us:

The Vice-President, Research & Innovation (VPRI) portfolio supports the University of Toronto as a top public research university in the world. Our mission is to create the most supportive environment possibleso that our researchers, innovators and learners can do what they do best— advance understanding and apply new knowledge. Our work supports, fosters and promotes the research and innovation culture and activities of our faculty, staff and students, alongwith our partner hospitals, funding sponsors, and partners in the public and private sector.

VPRI provides a full range of services including guidance to faculty, staff and students on funding opportunities, research agreement negotiation, oversight and accountability services including research accounting, environmental health and safety, innovation and entrepreneurship, partnerships, policies and procedures, and institutional awards and honours.

Your opportunity:

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, and a need to maintain absolute confidentiality. The incumbent has daily access to confidential and sensitive information related to all areas of the University’s functioning including financial, budgetary, human resources and labour relations information.

The incumbent plays an important role in ensuring that communications flow to and from key senior administrative staff within the VPRI, and the broader University community. The incumbent must present a professional image by interacting knowledgeably and courteously with the many people including senior administrators, faculty, staff, and community members who come into contact with the offices of the supported executive.

Essential

Qualifications:

(MINIMUM)

EDUCATION:

Bachelor’s degree in a related field or an equivalent combination of education and experience.

EXPERIENCE:

Minimum of five (5) years of recent related experience in an executive-level portfolio required, preferably within a post-secondary environment. Experience with operational administration. Experience with file management, both hard copy files and electronic documents in SharePoint. Financial administration experience. Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience with taking meeting minutes.

SKILLS:

Demonstrated trust in managing highly sensitive and confidential information. Knowledge of the University’s structure and academic policies and procedures is a strong asset. Ability to generate reports and conduct research in support of various initiatives. Technically savvy with excellent Microsoft Office skills (Word, Excel, and PowerPoint);
Outlook, SharePoint; FIS; HRIS; ROSI. Ability to research, analyze, and synthesize complex information and prepare documents within the parameters set out by the AVPs. Demonstrated ability to draft clear and concise correspondence.

OTHER:

Superior oral and written communication, interpersonal, analytical, decision-making and organizational skills. Strong customer-service orientation. Demonstrated verbal de-escalation skills. Demonstrated initiative, accuracy and meticulous attention to detail. Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature. Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines.

Ability to assimilate and interpret significant amounts of information. Ability to work effectively and professionally, both independently and within a team environment. Comfortable working in a fast-paced, highly collaborative environment where there is a high consequence of error. Demonstrated ability to manage and regulate self-care and the ability to recognize the limits of one's own scope of practice.

Closing Date: 03/11/2026,11:59PM ET
Employee Group: Salaried
Personnel Subarea:PM
Appointment Type
:
Budget - Continuing
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