Executive Assistant and Communications Coordinator
About The Position
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. The Department of Sociology at the University of Toronto is consistently the top-ranked sociology department in Canada and one of the best in the world. We have 30 faculty members and we are home to the Centre for Global Social Policy, created in 2013 to support collaborative, international research that speaks to pressing social policy concerns. The Department also houses the tri-campus graduate programs in sociology. We have internationally-renowned scholars with excellent track records for securing research funding, producing outstanding sociological research, and extensively mentoring our graduate students. Our collegial atmosphere encourages innovation and rigour in teaching and research. Under the general direction of the Chair and with oversight from the Department Manager, the Executive Assistant and Communications Coordinator provides administrative support and coordination for academic processes including academic searches, tenure, promotion and Progress-through-the-Ranks (PTR). The position serves as a key point of contact between the Department of Sociology and A&S Academic Human Resources. The position provides support to committees including with scheduling, drafting agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow-up on action items. The incumbent implements communications plans to enhance the profile and reputation of the Department to a variety of audiences including the internal and external community, current and prospective students. The incumbent implements communication plans and develops and distributes promotional material in both digital and print formats, including for awareness campaigns and information sessions, special events and overall departmental information. The position maintains the departmental presence on social media and website in a way that is engaging to a variety of audiences and enhances the profile of the department.
Requirements
- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three (3) years' relevant experience with related progressive executive assistant experience including experience liaising with internal and external contacts.
- Experience providing administrative support with academic searches, tenure, promotion, faculty, and sessional lecturer review processes, or equivalent similar administrative activities.
- Relevant experience implementing communications plans
- Experience writing and editing communication materials.
- Experience managing social media communications presence including content creation and audience engagement.
- Experience tracking, analyzing and evaluating the effectiveness of communications efforts using metrics.
- Superior interpersonal and written and oral communication skills.
- Demonstrated skills with communication plan implementation and coordination through to execution and evaluation of results.
- Advanced skill levels using O365 such as Word, Excel, PowerPoint, OneDrive and SharePoint.
- Strong skills with HTML, illustrator, Photoshop, Acrobat Professional, Drupal, Canva or similar web and software tools.
- Strong knowledge of social media networking through platforms such as X, blogs, podcasts, LinkedIn, and Instagram.
- Demonstrated knowledge of brand identity use and guidelines.
Nice To Haves
- Experience in a university setting with knowledge of academic procedures and policies as well as guidelines and practices.
Responsibilities
- Serving as a first point of contact for the Chair’s office
- Coordinating meeting schedules, agendas, materials, action and follow-up items, and maintaining filing systems
- Applying established standards when administering tenure and promotion activities and when administering academic search activities
- Collecting and disseminating documentation required to carry out the tenure and review processes
- Determining logistical details and activities for events and/or programming
- Coordinating the preparation and distribution of promotional/outreach materials
- Maintaining information on digital platforms including websites and social media accounts
- Editing promotional and/or outreach materials
- Drafting and editing speaking and briefing notes
- Coordinating and maintaining social media presence, content and engagement
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
