Description:
About us The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.
Your opportunity The Department of Cell & Systems Biology promotes research and teaching in some of the most dynamic and vital areas of biological research. We facilitate the pursuit of cutting-edge research in the molecular life sciences and systems biology and embrace new methodologies and state‑of‑the‑art technologies. If you’re an ambitious and innovative individual, consider a future with us. Located in downtown Toronto and part of the University of Toronto, one of the world’s top research universities, this department is an ideal place to work, research, and make a lasting impression in the field.
Your responsibilities will include
Applying established standards when administering academic search activities
Following administrative rules and procedural instructions
Collecting feedback from search committee members
Coordinating meeting schedules, agendas, materials, minutes and follow‑up items for the Chair and departmental committees
Collecting and organizing documentation for tenure, promotion, PTR and related faculty review processes, and distributing materials to authorized committee members
Preparing draft statistical reports and summaries from data collected
Drafting, editing and proofreading correspondence, reports, committee documentation and other departmental communications
Coordinating departmental events, including timelines, invitations and event communications, speaker and service‑provider arrangements, venues, catering, audiovisual requirements and event‑day logistics
Processing expense reimbursements, making minor purchases and assisting with cost estimates within established procedures and limits
Providing non‑supervisory guidance to faculty, staff and committee members on established administrative procedures and documentation requirements
Essential Qualifications
Advanced College Diploma (3 years) or an acceptable combination of equivalent education and experience.
Minimum three years of recent and related administrative and executive assistance experience, preferably in an academic or research‑intensive institution.
Experience providing administrative support to senior leadership and handling complex, sensitive or confidential administrative matters.
Experience supporting academic HR processes, such as faculty recruitment, tenure and promotion reviews, PTR or related faculty appointment and review activities.
Experience coordinating committee meetings, preparing meeting materials, taking minutes and following up on action items.
Experience coordinating or processing expense reimbursements.
Experience maintaining accurate records and confidential files in accordance with established procedures, with attention to the accuracy and completeness of documentation.
Experience coordinating academic or departmental events and related communications, including invitations, venue bookings, catering, audiovisual requirements and speaker arrangements.
Ability to apply established policies, procedures and administrative requirements.
Demonstrated proficiency in computer applications, including email communication, web‑based tools, internet applications and the Microsoft Office Suite.
Strong organizational and time management skills, with the ability to coordinate leadership schedules, organize multi‑step activities, manage competing priorities and meet strict deadlines.
Excellent oral and written communication skills, including drafting, editing and proofreading professional correspondence, reports and other administrative documents.
Sound judgment, diplomacy and tact in handling sensitive matters and maintaining confidentiality.
Strong customer service orientation and professionalism, with the ability to build positive working relationships and provide responsive, tactful support to senior administrators, faculty, staff, students and external stakeholders.
To be successful in this role you will be:
Accountable
Approachable
Multi‑tasker
Possess a positive attitude
Resourceful
Closing Date:
11/05/2026, 11:59PM ET Employee Group:
USW Appointment Type : Budget - Continuing Schedule:
Full‑Time Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. Job Category:
Administrative / Managerial
Lived Experience Statement Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.
Diversity Statement The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.
Accessibility Statement The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.
The University of Toronto has implemented a process to substantiate Indigenous Membership/Citizenship/Enrolment for candidates who identify as Indigenous. For more information about this process, please refer to the Indigenous Substantiation Website.
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Executive Assistant to the Chair in Toronto employer: University of Toronto
The Henry N.R. Jackman Faculty of Law at the University of Toronto is an exceptional employer, offering a vibrant work culture that prioritizes diversity, equity, and inclusion. Located in the heart of downtown Toronto, employees benefit from a collaborative environment that fosters professional growth through innovative leadership programs and extensive networking opportunities. With a commitment to academic excellence and community engagement, this role provides a unique chance to shape the future of legal education while working alongside dedicated professionals in a state-of-the-art facility.
