Executive Assistant & Office Coordinator

University of Toronto • Toronto, ON

3d • Onsite

About The Position

The Ontario Institute for Studies in Education (OISE) is an international leader in graduate education, initial and continuing teacher education, and research in education and human development. As one of the largest and most research-intensive faculties of education in Canada, OISE provides an exciting context for teaching, learning, research and work. Our diverse community of scholars, teachers, leaders and innovators addresses current and emerging challenges with the scale, academic excellence and collaborative energy that few institutions in the world can claim.
A hub for academic planning, administration, and community-focused activities, the Office of the Dean serves the entire OISE community including students, faculty, staff, alumni, external partners and collaborators.
Reporting to the Director, Governance, Policy & Planning, the Executive Assistant & Office Coordinator provides experienced administrative and operational support to the Associate Deans and Vice-Dean. Exercising sound judgement within established guidelines and procedures to support effective office operations, the role coordinates executive administration, front‑office functions, and office operations in a complex academic environment. The incumbent multitasks across a high volume of responsibilities, prioritizing competing demands while handing sensitive matters with discretion and maturity, and ensures the effective day‑to‑day functioning of the office while supporting key activities, events, and initiatives.

Requirements

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum five [5] years experience in an administrative role providing support to senior administrators in a University or public sector environment.
• Experience establishing and maintaining effective office systems and protocols.
• Experience coordinating meeting schedules, agendas, materials, meeting minutes, action items, and follow-up tasks.
• Demonstrated experience supporting senior leadership while multitasking across competing priorities, exercising sound judgement and effective prioritization.
• Experience providing logistical planning and support for meetings and events.
• Excellent verbal and written communication skills, with experience drafting proofreading, and editing routine documents and professional correspondence.
• Strong attention to detail, with the ability to process multiple requests and tasks in a timely manner.
• Strong computer skills including proficiency in MS Office [Word, Excel, Outlook, PowerPoint, MS Forms, Teams, SharePoint], Adobe Acrobat, Zoom, Online polling platforms and database applications.
• Strong problem-solving skills and the ability to assist in resolving issues that may arise within various projects and intiatives.
• Excellent interpersonal and customer service skills with the ability to develop and maintain effective working relationships with a diverse population of students, staff, faculty and external stakeholders.
• Commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environemnt.

Nice To Haves

• Knowledge of University of Toronto policies and governance
• Knowledge of education in Ontario including K-12 and post-secondary sector
• Diplomatic
• Meticulous
• Multi-tasker
• Proactive
• Resourceful
• Self-directed
• Team player

Responsibilities

• Provides comprehensive administrative and coordination support to the Associate Deans and Vice-Dean, including managing calendars, coordinating meetings, preparing agendas and supporting materials, and monitoring follow-up actions.
• Serves as a primary point of contact for a wide range of inquiries from OISE community members and external stakeholders, uses sound judgment to evaluate requests, resolve routine matters, and manage urgent or sensitive interactions with tact and professionalism, including de-escalation, escalating complex issues as appropriate.
• Prepares, edits, and reviews correspondence, briefing materials, reports, and presentations, ensuring accuracy, clarity and appropriate tone.
• Handles confidential and sensitive information in accordance with University polices and Freedom of Information and Protection of Privacy Act [FIPPA]
• Prepares and processes expense reimbursements and related-financial documentation on behalf of the Associate Deans and Vice Dean, ensuring accuracy, policy compliance and timely submission.
• Coordinates room bookings, space usage, and audio-visual requirements to support meetings, events, and office activities
• Maintains oversight of office records, information systems, inventories, and administrative tools, contributing to process improvements where appropriate.
• Coordinates and supports the planning and delivery of meetings, workshops, conference, and events, including logistics, materials, catering, and on-site support

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree