Executive Assistant to the Director (TERM)

Date Posted: 07/20/2026
Req ID: 49426
Faculty/Division: Faculty of Arts & Science
Department: Centre for Criminology & Sociolegal Studies
Campus: St. George (Downtown Toronto)
Position Number: 00053584
Existing Vacancy: Yes

Description:

About us:

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.


Your opportunity:

The Centre for Criminology & Sociolegal Studies (CrimSL) is a research and teaching unit whose faculty and students study crime, order and security from a variety of disciplinary perspectives and theoretical approaches. We offer an undergraduate program as well as graduate programs for masters and doctoral students, providing a solid foundation for understanding aspects of crime, justice and the processes of social order and disorder. With various backgrounds in sociology, history, law, psychology, philosophy and political science, our faculty are engaged in Canadian and international criminological research.

Under the general direction of the Director, and reporting into the Centre Manager, the incumbent is responsible for providing a wide range of support for the Director, and in the administrative needs of the centre. The incumbent undertakes a broad range of functions in support of academic administration including coordinating meetings and schedules, faculty searches, and tenure reviews and promotions, as well as maintaining up-to-date faculty records.

This role is eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline

NOTE: This position is a term position; ending July 31, 2027.

Your responsibilities will include:

• Applying established standards when administering academic search activities, and with tenure and promotion activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Collecting feedback from search committee members
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Taking and distributing meeting minutes
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Preparing draft statistical reports and summaries from data collected
• Keeping well-informed on leadership commitments and priorities, and maintaining senior staff calendars
• Preparing and processing expense reimbursements for the Director
• Maintaining filing system

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of recent and relevant experience providing senior administrative/executive support, administration of academic guidelines and procedures, and coordination of functions in an academic setting
• Demonstrated experience providing academic support with academic searches, tenures, probation review, promotions, three-year reviews, annual PTR preparation and other related processes
• Experience providing senior level administrative support including administering a busy and complex calendar.
• Experience in preparing and monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software and online platforms to assist in the logistics of organizing meetings and events
• Experience in preparing statistical reports and summaries from data collected
• Experience drafting, editing and preparing a variety of written documentations and communications, including the ability to concisely summarize information and prepare original correspondence
• Extensive experience developing agendas, taking minutes efficiently, recording action items in meetings, and establishing follow-up protocols
• Extensive experience creating, organizing and maintaining electronic and paper filing systems
• Demonstrated advanced technical skills in MS Office Applications (Word, Excel, OneDrive, Teams, Access), Adobe, and other UofT platforms such as USource, Concur for expense claim processing, SuccessFactors for recruitment
• Ability to multi-task and deal with competing deadlines effectively and deliver results with initiative and flexibility
• Strong time management skills with a superior ability to oversee an executive's schedule
• Professional demeanor with a strong service orientation to effectively engage with students, staff and faculty
• Excellent organizational, planning, and time-management skills, with ability to adapt to changing priorities

Assets (Nonessential):

• Working knowledge of U of T’s FIS, Concur, and USource systems
• Experience in working in a post-secondary environment, academic setting
• Knowledge of the University structure and senior administration

To be successful in this role you will be:

• Adaptable
• Communicator
• Multi-tasker
• Organized
• Problem solver
• Team player

NOTE: This position is a term position; ending July 31, 2027.

Closing Date: 07/28/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.