Administrative Assistant

University of Toronto Press•Toronto, ON

14h•CA$45,000 - CA$50,000

About The Position

The People Administrator is responsible for providing administrative support to the CEO and the Executive Director, People, while contributing to a range of initiatives and projects within the People Division. The successful candidate will be a resourceful, detail-oriented, and proactive professional with strong organizational, coordination, and problem-solving skills. This individual will exercise sound judgment, demonstrate initiative, and effectively support day-to-day operations as well as broader strategic priorities.

Requirements

Post-secondary education in Business Administration or Human Resources is required.
A minimum of three years of experience supporting senior leaders in a fast-paced professional environment is required.
Excellent written and verbal communication skills.
Demonstrated ability to take a proactive, solution-oriented approach to problem-solving and decision-making.
Ability to contribute as an engaged team member and foster a positive and inclusive work environment.
Manage conflicting needs and handle matters expeditiously, often under deadline pressure.
Resilience, resourcefulness, and flexibility in adapting to changing responsibilities, projects, and priorities, with the ability to develop contingency plans as needed.
Demonstrated ability to deliver high-quality work on time with a positive, solutions-focused approach.
Highly resourceful, with the ability to work effectively both independently and as part of a team.
Proven ability to handle confidential information with discretion, manage competing demands, and provide a high level of service and responsiveness.
Forward-thinking, with a demonstrated ability to identify opportunities and recommend practical solutions.
Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat Pro, SharePoint, NetSuite, and Teams, with the ability to learn new systems quickly.
Intellectual curiosity and a commitment to continuous learning, supported by a growth mindset.
Demonstrated alignment with organizational values and a commitment to bringing authenticity and integrity to the workplace.
Values matter to you. You bring your whole self to work and you live our values to be the trusted collaborator, lead with intention and ingenuity, and empower many views and voices.

Nice To Haves

Experience in publishing or retail is considered an asset.
Experience supporting a Board is considered an asset.

Responsibilities

Assist the People Team.
Maintain organization charts and job descriptions.
Manage the People Team inbox, handle confidential matters appropriately, and determine required follow-up actions.
Participate in UTP’s Social Committee and DEI Committee, and coordinate UTP’s Volunteer Day.
Monthly reporting on the rewards and recognition programs.
Support special projects and additional duties as assigned.
Maintain the office environment, including office and kitchen supplies, business cards, equipment, hygiene, and safety standards.
Serve as the primary liaison with building management on maintenance, security, access services, and other premises-related matters.
Coordinate and manage shipping and mailing requests for employees, ensuring timely and accurate delivery.
Ensure proper disposal of shredding bin contents to maintain confidentiality and compliance with data protection policies.
Coordinate the distribution and management of staff name plates and desk keys.
Maintain and service office equipment, including printers, coffee machines, air conditioning units, and kitchen water filters.
Provide administrative support to the CEO and Board of Directors.
Compile and maintain the CEO’s monthly executive expense reports, ensuring timely submission and approvals.
Coordinate payment processing for the CEO’s invoices and support related stakeholder engagement activities.
Coordinate reservations, meetings, and events, including Town Halls, Senior Leadership Team meetings, and offsites.
Maintain the CEO’s contact database and assist with outreach requirements.
Coordinate Board and Committee meeting materials in collaboration with Board members and management, as required.
Prepare draft minutes for all Board and Committee meetings.
Maintain discretion and confidentiality in all interactions with Board members.
Maintain records and contracts, prepare reports, and respond to minor technical inquiries.
Facilitate the setup, testing, and troubleshooting of technology equipment before and during meetings to ensure seamless execution and minimize disruptions.
Order snacks and beverages required for executive lunches, dinners, and meetings.