Executive Assistant to the Provost & Vice-Chancellor

Appointment Type: Full-time, Permanent, Hybrid, On site – 4 Days

Compensation: Job Band: 08B (Equivalent to PM1) $85,985 – $116, 332        Hiring Range: $85,985 – $105,000
Competitive benefits package, including group benefits, defined benefit pension plan, tuition waiver, and generous vacation time allotment.

Reports to: Provost & Vice-Chancellor

About Trinity College:
Trinity College is a vibrant and diverse academic community with a rich history and an excellent local and international reputation. Since its founding in 1851, the College has valued and fostered a high level of academic achievement with some 2,000 currently registered students, 450 of whom live at the College. The Trinity College campus grounds comprise spectacular historic buildings. The College is the smallest college on the St. George Campus of the University of Toronto, located in the central Toronto downtown core, steps from the Bloor – St. George subway station and Queen’s Park.

Position Summary:
Working under the general direction of the Provost and with considerable independence, the Executive Assistant is responsible for providing a wide range of high-level executive administrative support to the Office of the Provost, enabling the Provost to fulfill their responsibilities to the Trinity community. Major responsibilities include ensuring the Provost is briefed on key issues and current events, maintaining positive relations and communicating with a wide variety of internal and external stakeholders including donors, developing business processes to increase efficiency of the Provost’s Office, managing the operations of the Provost’s Office, including correspondence and the Provost’s schedule, in an efficient and effective manner, and providing guidance to the Administrative Assistant and the EA Governance as needed. The EA is expected to have a comprehensive understanding of the Provost’s priorities and needs in order to provide exceptional administrative support in this demanding role.

Key Responsibilities:

• Acts as the principal contact in the Provost’s Office, responding to queries and resolving issues without oversight as appropriate; liaising with senior members of the College administration, the Federated Colleges and the University of Toronto as well as members of the broader Trinity community;
• Prepares extensive briefing materials, gathers information, drafts and edits documents and correspondence, often sensitive and confidential, for the Provost on a wide variety of issues;
• Supports the flow of information between College officers and the Provost;
• Manages the Provost’s calendar, including a complex and demanding schedule of meetings and travel arrangements, responding quickly and exercising independent judgement in identifying and resolving potential conflicts;
• Provides administrative support to committees as designated by the Provost
• Manages all aspects of the Provost’s Office, including records, expense reporting, and approvals processes
• Liaises with College and University staff in arrangements for Convocation ceremonies

Educational and Experience requirements:

• University degree and relevant combination of education and experience.
• Minimum five (5) years related senior administrative experience, with responsibility for providing support to a senior executive, preferably in a university environment.

Skills and Attributes:

• Excellent computer and software skills including Microsoft 365
• Excellent organizational and time-management skills
• Superior communication skills, both written and verbal (e.g. drafting written correspondence, proposals and liaising with various stakeholders on behalf of the Provost)
• Ability to work independently, set priorities, manage multiple tasks and projects while meeting deadlines
• Proven track record of good judgement and diplomacy in dealing with complex issues in a fast-paced, dynamic environment
• Flexibility and ability to function effectively in an environment with competing and shifting priorities

Please submit resume and covering letter in a single electronic file (MS Word or pdf) with a file name convention of Surname, FirstName. EA Provost to: trinity.recruitment@utoronto.ca. Please reference Job # 2024 -05 –in the email subject line.

Only applications with both cover letters and resumes in one Microsoft Word or PDF document and submitted through the above email address will be considered. Job posting closing date: May 3, 2024.

Trinity College is a federated university in the University of Toronto and offers excellent employment opportunities with exceptional benefits. The College is a culturally diverse community that sustains a tradition of academic excellence and provides a vibrant and welcoming community of students, faculty, alumni, and staff.

Trinity College is committed to Employment Equity and Diversity based on merit, transparency, accessibility, and inclusion ensuring that all candidates are given a fair opportunity. If you need this job posting in an alternative format or if you require accommodation measures, please contact us at hr@trinity.utoronto.ca and we will work with you to meet your needs at every stage of the recruitment and selection process.

We thank all applicants for their interest in this position. Only those selected for an interview will be contacted.