Executive Assistant

Executive Assistant

Tracking Code: req1718

Faculty/Department: School of Graduate and Postdoctoral Studies

Number of Positions: 1

Appointment Type: Full-Time Continuing,

Hours of Work: 35 hours per week

Non-Union Hiring Zone: Job Level 7 - $60,500 - $75,900

Posting Date: August 18, 2025

Closing Date: August 22, 2025 (7:00 pm EST)

Job Summary:

Reporting directly to the Dean of Graduate and Postdoctoral Studies, the Executive Assistant plays a critical and confidential role in advancing the strategic, administrative, and operational priorities of the Dean’s Office. The position requires a high degree of discretion, sound judgment, and the ability to work independently in support of university-wide and externally facing responsibilities. This role has access to and handles confidential labour relations, personnel, and planning information and is responsible for coordinating sensitive files and strategic projects.

Responsibilities/accountabilities:

Operational and Strategic Support to the Dean

• Coordinates and manages the Dean’s calendar, ensuring alignment with institutional and external priorities
• Prepares Dean for meetings through briefing notes, tracking files and flagging action items
• Holds weekly meetings with the Dean to ensure alignment on priorities, project
  deliverables, Human Resources matters and others
• Tracks and coordinates follow-up items from key committee meetings
• Provides support in the preparation of summary documents, institutional reports,
  presentations and briefing materials
• Takes and transcribes minutes for meetings and committee sessions
• Assists in organizing space planning and departmental moves
• Reviews and organizes internal and external research data, benchmarking reports and performance metrics to support the Dean in planning and priority setting
• Provides confidential support to the Dean on Human Resource and Labour relations
  matters as they relate to faculty, staff, students, teaching assistants and postdoctoral fellows

Departmental Administrative Support

• Manages sensitive files and documentation relating to labour and employee relations matters; drafts responses and liaises with HR and labour relations staff as needed
• Supports hiring processes for staff and leadership roles by coordinating applicant communication, participating in candidate evaluation logistics, and creation of limited term employment contracts
• Maintains confidential staff performance files, monitors key dates and identifies trends
• Participates in strategic workforce planning discussions and supports implementation of resource strategies to align with long-term goals and priorities
• Tracks and inputs department leave, attendance and vacation data
• Liaises with IT and facilities with regards to space planning, software/hardware needs and system upgrades
• Supports procurement, budget reconciliation and the Dean’s account management

Administrative Support for Special Projects and Events

• Assists the Dean in the administrative coordination of new initiatives such as mentorship programs, student success projects and academic innovation pilots
• Works closely with the Manager, SGPS on operational planning and internal process reviews
• Provides support in the organization of SGPS-led events

Required Skills:

• Excellent judgment, discretion, and professionalism when handling confidential matters and interacting with faculty, students, staff, and external partners
• Strong interpersonal and communication skills, with the ability to build relationships and work effectively with individuals at all levels of university administration
• Exceptional organizational and time management skills; able to manage competing priorities, shifting deadlines, and ongoing project work independently and as part of a team

Required Education:

• Completion of a Formal Post-Secondary/College Program of Two Academic Years
• University degree preferred, or an equivalent combination of education and experience

• Verification of Academic credentials may be required

Required Experience:

• Three to five years’ experience supporting senior executives with responsibility for office management, financial resources, ideally with exposure to complex academic, research, or institutional environments
• Experience working within or in support of graduate education, academic leadership, or research-intensive units is preferred
• Demonstrated ability to coordinate multiple functions such as office operations, HR processes, and financial administration
• Experience preparing professional correspondence, interpreting and applying procedures, and coordinating meetings or special events

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until August 22, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 9/1/2025