Executive Assistant to the Office of Advancement Counsel

University of Toronto • Toronto • 1w ago

Date Posted: 01/15/2026
Req ID: 46633
Faculty/Division: VP – Division of University Advancement
Department: Advancement Services
Campus: St. George (Downtown Toronto)

Description:

Position Summary:

Working independently under the general direction of the Counsel, Business Affairs and Advancement and the Executive Director of the Office of the Advancement Counsel, the Executive Assistant supports complex legal and highly sensitive and confidential issues relating to portfolios of the VP Advancement. The Executive Assistant provides executive administrative support related to the Counsel’s responsibilities on financial and legal issues: maintains a comprehensive calendar, prepares background material, drafts complex communication materials/correspondence, serves as the point person with stakeholders, develops and drafts meeting schedules, agendas, meeting packets, and minutes.

In addition, the incumbent provides administrative support to the Office of the Counsel: coordinates university signatures for gift agreements, provides information relating to donations and strategic business directions, drafts confidential correspondence relating to University business decisions, provides information and support during confidential University negotiations (e.g., negotiations with outside suppliers; negotiations with entities that the University may acquire or enter into relationships with, including employee entitlements when units join or separate from University), assists the Director with the tracking, filing, preparation and distribution of major gift agreements as required, coordinating naming approvals, governance reporting, annual meetings, conferences and events, tracking and reconciling donations, responds to inquiries from U of T staff, donors and potential donors, prepares monthly and year-end reports for the Associates of the University of Toronto, and assists with special projects.

Qualification Required:

Education:

University degree or acceptable equivalent combination of education and experience.

Experience:

Minimum five (5) years’ experience in progressively responsible senior administrative roles.
Experience working in an academic environment and/or with fundraising environment preferred.
Technical experience managing and organizing a high volume of electronic files preferred.
Experience working with technical information and databases an asset.
Proven success in providing superior service and support in a busy, demanding environment.
Knowledge of the University structure and senior administration an asset.
Skills:

Superior word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint.
Experience with databases, digital and electronic file management systems, digital signature solutions, computerized scheduling software, email and internet.

Other:

Exceptional knowledge of University policies and procedures, and decision-making processes.
Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem-solving skills.
Demonstrated ability to draft clear and concise correspondence.
Strong customer-service orientation.
Demonstrated initiative, accuracy, leadership and meticulous attention to detail.
Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.
Ability to organize a heavy and fluctuating workload in a changing environment.
Ability to work under pressure and to meet deadlines. Ability to assimilate and interpret significant amounts of information.
Ability to work effectively and professionally, both independently and within a team environment.
Closing Date: 01/29/2026, 11:59PM ET
Employee Group: Salaried
Personnel Subarea:PM
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $76,641 – $89,415 — Broadband Salary Range: $76,641 – $127,734
Job Category: Administrative / Managerial
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.