Executive Assistant and Office Coordinator

Date Posted: 11/18/2025
Req ID: 45397
Faculty/Division: Faculty of Arts & Science
Department: Dept of Computer Science
Campus: St. George (Downtown Toronto)
Position Number: 00057566

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.

Established in 1964, the Department of Computer Science in the Faculty of Arts and Science is a tech innovation powerhouse and continues to rank among the world’s top computer science departments. Our esteemed faculty boasts accolades such as one Nobel Laureate, two Turing Awards, along with many other national and international honours. We provide diverse programs and research opportunities while consistentlyproducing high-impact research that is driving the future of tech in the country.

Your opportunity:

The MSc in Applied Computing (MScAC) program is one of the most unique graduate programs in the world. Witha mission to educate the next generation of world-class innovators, we provide students with an unparalleled academic experience through which they can blend the best of academic and industry research.

The Executive Assistant and Office Coordinator is a critical front-line role for the MScAC program and is focused on supporting both the senior leadership team and general program administration within a highly professional, collaborative and supportive group. The position focus includes providing direct executive support for the Academic Director, Professional Programs, supporting scheduling and events, contributing to special projects and initiatives, and supporting day-to-day operations of the office.

Your responsibilities will include:

• Keeping well-informed on leadership commitments and priorities
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Collating and organizing data for various reports
• Resolving issues within the scope of the role and escalating problems as required
• Liaising with stakeholders to coordinate space and resource requirements
• Determining logistical details and activities for events and/or programming
• Identifying and introducing variations to established administration processes

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of education and equivalent experience.
• Minimum three (3) years of relevant and progressive administrative support experience that includes provision of executive assistance to a senior leader
• Excellent front-line and interpersonal skills for communicating in-person, by phone and e-mail with a range of stakeholders, including government officials, C-Suite Executives, senior academic leadership and students
• Experience providing administrative support to a unit, including booking rooms, ordering catering, managing supplies and equipment, managing incoming/outgoing mail, submitting and tracking service orders, maintaining databases, coordinating space access, working with vendors, preparing expense reimbursements
• Experience drafting, editing, verifying content for, and formatting correspondence to a variety of stakeholders, with the proven ability to consolidate, organize and summarize information appropriately
• Extensive experience managing a senior leader’s calendar, coordinating schedules, organizing meetings, booking travel, preparing agendas, taking minutes, and organizing required action items
• Strong project coordination experience, including process development, implementation and evaluation in collaboration with multiple stakeholders
• Experience organizing logistics of events/meetings with the ability to perform set up and close off
• Extensive experience using online meeting tools and platforms (Calendly, Zoom, Google Meet, etc.) used for scheduling and hosting meetings and events
• Demonstrated ability to employ a high degree of initiative and creativity as a strategic thinker and the ability to work in a diverse team environment
• Demonstrated ability to manage multiple projects/tasks of varying complexities, organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions
• Extensive experience using the MS Office365 suite such as Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams
• Superior organizational skills and advanced diagnostics and data handling skills
• Demonstrated commitment to accuracy and attention to detail; ability to work well as a member of a project team
• A strong customer service orientation, and effective communication and interpersonal skills to deal with students, staff, and faculty with professionalism and tact
• Ability to take initiative, anticipate needs, and work proactively, with demonstrated experience recommending process and workflow improvements

Assets (Nonessential):

• Project Management certificate and experience of working with corporate stakeholders is an asset

To be successful in this role you will be:

• Communicator
• Efficient
• Meticulous
• Organized
• Problem solver
• Team player

For internal staff, a copy of the detailed job description is available upon request from the Faculty of Arts and Science HR Office by emailing: adminhr.artsci@utoronto.ca.

This role may be eligible for an Alternative Work Arrangement in accordance with the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 11/26/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. 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.