Executive Coordinator

University of Toronto • Toronto, ON

1d • CA$81,312 - CA$103,986 • Onsite

About The Position

The Office of Postgraduate Medical Education (PGME) offers a collaborative professional learning environment dedicated to supporting learners, faculty and staff. We offer a respectful team-oriented culture and value the dedication and innovation of all staff who contribute to our mission. We believe in ongoing improvement and innovation and promote a strong commitment to work-life balance among our employees. As Executive Assistant to the Associate Dean, you will serve as a trusted liaison between our senior leadership team and internal and external stakeholders to support the advancement of PGME’s strategic priorities. Your exceptional organizational and anticipatory skills will enable you to proactively support the Associate Dean’s day-to-day needs and keep abreast of key activities and priorities to ensure the effective and efficient operation of their portfolio. Your discretion, tact and diplomacy in handling the various demands and sensitive matters supported by PGME will make you an indispensable member of our team.

Requirements

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years of senior administrative experience, preferably in a University or hospital environment
• Demonstrated experience managing complex calendaring, and editing/preparing written material on behalf of senior leaders
• Experience supporting senior committees, including demonstrated proficiency in taking minutes and preparing agendas
• Demonstrated ability to anticipate needs, exercise discretion and good judgment, take initiative, and juggle multiple priorities and complete tasks in a busy office setting
• Advanced proficiency with MS Office Suite, databases and presentation software, and ability to troubleshoot
• Professional demeanor with a strong customer service orientation and effective interpersonal skills, including effectiveness in relating to all levels of faculty, staff, learners and external stakeholders
• Must possess strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information of varying levels of complexity
• Effective problem-solver and must have exceptional organizational and time management skills.
• Proven effectiveness in relating to and communicating with all levels of faculty, staff, learners and individuals external to the University
• Experience dealing with sensitive matters and the ability to maintain strict confidentiality
• Must be available to attend occasional meetings outside of normal working hours

Nice To Haves

• Approachable
• Organized
• Proactive
• Resourceful
• Self-directed

Responsibilities

• Overseeing the day-to-day operational needs of the office
• Analyzing administrative processes and procedures and recommending changes for improvement
• Maintaining calendar for senior leadership and probing for information to establish needs
• Supporting senior level committees, including agenda preparation, minute taking and following up on actionable items
• Drafting correspondence, collating information for reports and acting as an administrative liaison on a range of routine and sensitive matters
• Directing the activities of a single ongoing staff-appointed employee

What This Job Offers

• Job Type: Full-time
• Career Level: Executive