Executive Assistant – Academic Appointments Coordinator

University of Toronto Entrepreneurship

. Provide executive and administrative support to the Chair, including managing complex calendars, coordinating meetings and correspondence, monitoring deadlines, arranging travel, preparing materials, and acting as a first point of contact for enquiries .

Posted 10/8/2026full-timeToronto • CanadaMid-LevelSenior💰 CA$75,004 - CA$95,915 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates advanced administrative support capabilities, including managing complex calendars, coordinating academic recruitment processes, and maintaining confidential records. Proficient in drafting and editing communications materials while ensuring adherence to policies and deadlines.

Highest-signal resume keywords

Executive-Level Administrative SupportAcademic Search CoordinationCommittee CoordinationMicrosoft Office ProficiencyWritten and Verbal Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementMeeting CoordinationDocument ManagementReport PreparationEvent CoordinationData EntryPolicy InterpretationProofreadingMinute TakingConfidential Record Maintenance

Soft Skills

Organizational SkillsTime ManagementProblem-Solving SkillsAttention to DetailDiscretion and Judgment

Tools & Technologies

Microsoft WordMicrosoft ExcelMicrosoft OutlookMicrosoft PowerPointVirtual Meeting Platforms

Certifications & Qualifications

Advanced College Diploma

Industry Keywords

University EnvironmentHealthcare EnvironmentResearch EnvironmentFaculty Affairs ProcessesAdministrative Procedures

About the role

Key responsibilities & impact

Provide executive and administrative support to the Chair, including managing complex calendars, coordinating meetings and correspondence, monitoring deadlines, arranging travel, preparing materials, and acting as a first point of contact for enquiries
Coordinate academic search and appointment activities, including supporting faculty recruitment processes, tracking applications, coordinating interviews and academic presentations, managing recruitment documentation, collecting committee feedback, and preparing appointment-related materials
Support tenure, promotion, and academic review processes, including collecting and managing documentation, maintaining confidential records, coordinating committee review activities, preparing reports and summaries, and ensuring adherence to established policies, procedures, and deadlines
Support communications and information management activities, including drafting and editing correspondence, newsletters, websites, handbooks, and other communications materials; maintaining records and databases; and preparing reports and statistical summaries
Coordinate committee and operational activities, including preparing agendas and minutes, tracking action items, supporting committee processes, coordinating departmental event logistics and travel arrangements, processing expense reimbursements, and providing guidance on administrative procedures and practices

Requirements

What you’ll need

Advanced College Diploma (3 years) or an acceptable combination of equivalent experience
Minimum three (3) years of related experience in a senior administrative role, preferably in a university, healthcare, or research environment
Demonstrated experience providing executive-level administrative support, including managing complex calendars, coordinating meetings, and supporting senior leaders
Demonstrated experience supporting academic searches, appointments, promotion, tenure, review, or other faculty affairs processes
Experience coordinating committees, including agenda preparation, minute taking, and follow-up on action items
Experience drafting, editing, proofreading, and formatting correspondence, reports, presentations, and communications materials
Experience coordinating events, interviews, travel arrangements, and academic programming activities
Experience maintaining records, databases, and confidential information with a high degree of accuracy and discretion
Experience interpreting and applying policies, procedures, and guidelines, and providing guidance on their application
Experience maintaining websites, digital platforms, or online information resources
Advanced proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint) and virtual meeting platforms
Strong organizational and time-management skills with the ability to manage multiple competing priorities and deadlines
Excellent written and verbal communication skills, including the ability to communicate and summarize complex information clearly and concisely
Strong problem-solving skills, attention to detail, and ability to exercise tact, discretion, sound judgment, and confidentiality
Demonstrated ability to work independently and collaboratively in a team environment