Executive Assistant to the Deputy Principal

ABOUT UTS

University of Toronto Schools (UTS) was established in 1910 by the University of Toronto and remains true to the cutting-edge aspirations of a progressive lab school affiliated with a university.

Located on U of T campus, UTS is today an all-gender, independent school with an enrolment of approximately 675 students, grades 7 through 12.

We are the only university co-educational preparatory school in Canada that is based solely on merit and affiliated with a university.

UTS has a generous bursary program and attracts a unique, diverse community of exceptionally talented students, who arrive at the school prepared to be challenged and guided by extraordinary, award-winning teachers to collectively realize the magic of everyday triumphs, and become socially responsible global citizens and principled leaders.

YOUR OPPORTUNITY

We are looking for a motivated, and detail-oriented consummate professional to take on the role of Executive Assistant to the Deputy Principal, starting December 2, 2024, or earlier. If you are that person;

You have a deep commitment to equity, diversity and inclusion and bring a polished approach to a complex role that supports day-to-day operations, high-level scheduling, calendar management and wide-range of administrative duties.

You are detail-oriented, and possess exceptional organizational skills, enabling you to multitask and thrive in a results driven, fast-paced environment, while maintaining a healthy sense of humour.

You also come with the following qualifications and skills :

Education : Bachelor's degree or Advanced Diploma in business administration, communications, or a related field, or the equivalent combination of education and experience.

Experience : Seven (7) years of progressive administrative experience requiring project management and the ability to problem solve in a collaborative setting, preferably in a secondary educational institution with Independent School experience.

Experience in producing comprehensive reports using survey-driven data sets is an added advantage.

Experience :

• Excellent PC skills using Microsoft Office, Word, Excel, PowerPoint, Adobe Design or comparable design products, as well as strong working knowledge of Google Suite of products;
• Ability and willingness to learn new computer programs, including database programs.
• Advanced communications skills; ability to take basic information and formulate written material for public distribution;
• excellent writing skills and formatting skills;
• Proven track record of handling complex communications and logistical matters with sensitivity, tact, and diplomacy;
• Demonstrated initiative; ability to work to multiple deadlines;
• Demonstrated superior public relations / interpersonal skills;
• A good grasp of the logistics required to support board committees;
• Demonstrated ability to handle sensitive issues and maintain confidentiality at all times; demonstrated discretion;
• Event coordination experience;
• Demonstrated fast, accurate, and precise work with high attention to detail;
• Ability to follow directions and work within team process;
• High initiative and highly developed organizational and time management skills;
• Proven ability to organize and prioritize work and be creative in solving problems;
• Ability to work in a diverse team environment and to interact with a variety of people;
• Tact, respect for confidentiality, and the ability to handle conflict professionally;
• Good judgment, proactive and the ability to work with minimum supervision, and make independent decisions.
• A mature, professional demeanor when dealing with external agencies and associations and attention to detail are a must.

Here is some of what you will do :

• In this position you will be reporting to and acting as primary support to the Deputy Principal. You will;
• Maintain and manage the Deputy Principal's calendar, scheduling meetings, appointments, and events, and coordinate and prioritize commitments to optimize the Deputy Principal's time so that the Deputy Principal can focus on high-level leadership and strategy functions.
• Prepare meeting agendas, documents, and presentations for academic and committee meetings. Attend meetings, take minutes, and follow up on action items as needed.
• Work closely with the Executive Assistant to the Principal, the Academic Leadership Team, and the Anti-racism, Equity, Diversity, and Inclusion (AEDI) Board Committee.
• performs a variety of confidential administrative functions in support of the goals and objectives of the Deputy Principal's Office.
• Assist in various projects and initiatives, providing research, analysis, and coordination as required. Follow up on key tasks to ensure timely completion.
• Regularly handle sensitive / confidential material relating to strategic issues, as well as operational matters.
• Coordinate a wide range of projects relating to the school's AEDI initiatives and academic programs and operations. This will entail coordinating, compiling, verifying, generating / processing, and analyzing different types of surveys and statistical profiles using computerized processing systems;
• Act as backup to the Executive Assistant to the Principal in supporting the UTS Board of Directors and Board Committee meetings as needed.

Duties in this area include but are not limited to meeting coordination, transcribing minutes, compiling documentation for distribution, updating OnBoard platform and other related tasks.

• Build and maintain positive relationships with internal and external stakeholders.
• Manage and reconcile expense reports, ensuring accuracy and compliance with school policies.
• Handle miscellaneous tasks and projects as assigned by the Deputy Principal.

Be flexible and adaptable to changing priorities and needs.

Here is what we offer :

• A permanent full-time position with a highly competitive compensation and benefits package, including contributions to and participation in the UTS Pension Plan.
• Generous holidays and paid personal days;
• Working in a newly built excellent facility on U of T campus, with access to many of U of T amenities;
• Being part of a committed and collegial team of professionals;
• Easy access to the TTC;
• The opportunity to join an amazing team!;
• Excellent professional development opportunities;
• Great colleagues who do fun things together;
• A welcoming and vibrant school community.

TARGET SALARY RANGE : $80,000 to $90,000

As a condition of employment, successful candidates will be required to submit a current original Vulnerable Sector Screening from the police jurisdiction in which they reside before commencing employment.

If you think you're the right person for the job, please send your cover letter and résumé by November 18, 2024. Applications should be submitted through this UTS Careers Centre Portal.

University of Toronto Schools is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

University of Toronto Schools thanks all applicants for their interest. However, only those applicants considered for a job posting will be contacted.

No phone calls, please. UTS is committed to providing accommodations for persons with disabilities. If you require accommodation at any stage during the recruitment process, please contact Human Resources at redacted so that we may work with you to meet your needs.

To learn more about UTS please visit www.utschools.ca.