Executive Coordinator
University of Toronto
Administration
Toronto, ON, Canada
CAD 81,312-103,986 / year
Executive Coordinator
Date Posted: 06/03/2026
Req ID: 48408
Faculty/Division: Temerty Faculty of Medicine
Department: Postgraduate Medical Education
Campus: St. George (Downtown Toronto)
Position Number: 00055658
Existing Vacancy: Yes
Description:
About us:
Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.
Your opportunity:
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.
Your responsibilities will include:
- 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
Essential Qualifications:
- 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
To be successful in this role you will be:
- Approachable
- Organized
- Proactive
- Resourceful
- Self-directed
Closing Date: 06/17/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $81,312. with an annual step progression to a maximum of $103,986. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Sharon Hung
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.
Job descriptions are available upon request for internal applicants.
Diversity Statement
The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.
Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.
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