Provide high-level executive support to the Dean, Associate Dean, and Manager, including proactive prioritization and coordination of time-sensitive projects.
Oversee and manage the Dean’s and Associate Dean’s calendars, scheduling meetings and events and balancing competing priorities.
Organize to-do lists and tasks, set reminders, and ensure deadlines are met.
Draft correspondence, acknowledgement letters, and other communications in consultation with leadership.
Oversee social media platforms and manage content creation, scheduling, monitoring, and connection requests.
Support document and records management, including maintaining an organized records inventory system and ensuring compliance with university policies.
Coordinate travel arrangements and support sensitive, confidential conversations and documentation with discretion.
Support social media and community outreach efforts, including branding consistency and outreach materials to alumni and external partners.
Develop and maintain outreach strategies, track engagement and attendance, and analyze related metrics.
Coordinate meetings and events, including agendas, materials, room bookings, catering, AV/IT support, attendance tracking, and minutes.
Conduct research and draft/edit/proofread documents and presentations, including reports such as quarterly reports to the Provost.
Support diversity, equity, and sustainability initiatives within the Faculty of Arts and Science Office.
Perform clerical duties such as booking rooms, scheduling appointments, processing/reconciling expenses, and handling work requests and office maintenance.
Support special projects, events, and other duties to ensure successful operation of the faculty office
Requirements summary
Post-secondary degree or equivalent.
Minimum 3 years of administrative and/or Executive Assistant experience, ideally in a post-secondary educational or related environment.
Advanced proficiency with Microsoft Office tools including Teams, Forms, Approvals, Outlook, To Do, Planner, and Project.
Strong executive calendar management and ability to anticipate needs and manage shifting priorities.
Experience managing social media campaigns/brand presence and awareness of social media trends.
Advanced writing skills and ability to draft diplomatic, cohesive communications.
Ability to synthesize and circulate accurate minutes for committees in a timely manner.
Demonstrated ability to handle confidential matters with discretion and tact.
Strong interpersonal, communication, organizational, and analytical skills; excellent attention to detail.
Demonstrated commitment to decolonization, equity, and diversity and to a respectful work/learning environment.
Ability to work independently and collaboratively in a dynamic, fast-paced environment.
Asset
project management and project accounting experience.
Asset: interest in the creative arts and creative industries
Post-secondary degree or equivalentTravel coordinationConfidentiality and discretionExecutive calendar managementTime and task managementExecutive email inbox managementDrafting correspondence and acknowledgement lettersResearch and compiling informationAgenda review and talking point preparationMinutes synthesis and organizationDocument and records managementSocial media management (Instagram, LinkedIn, X)Content creation, scheduling, and monitoringBranding, tone, and messaging consistencyOutreach strategy developmentEvent coordination and tracking engagement/attendance metrics
Job description
Executive Assistant to the Dean & Special Projects Coordinator Job Code 3799 Department Faculty of Arts & Science Office Employment Type Temporary/Contract OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design. It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship. This job is a high-level executive support position that requires problem-solving in a collaborative, dynamic team environment at a downtown Art and Design University. Reporting to the Dean, Faculty of Arts and Science, the Executive Assistant to the Dean and Special Projects Coordinator provides executive support in a one-on-one working relationship and actively engages to build relationships crucial to the success of the Faculty of Arts and Science, supporting a variety of special projects for the Dean, Associate Dean and Manager. Summary of Responsibilities: Executive Support:
Prioritize conflicting need, handle matters proactively, and coordinate time-sensitive projects to successful completion
Oversee the Dean’s and Associate Dean’s calendars to ensure that all university-wide events and external invites are promptly entered into the calendar, including all details and materials needed for appointments and meetings, ensuring that days are scheduled in such a way that breaks are provided and work from home and in office days are efficiently scheduled, balancing competing priorities and meetings, problem-solving, resolving conflicts and time and task management to optimize productivity
Organize the Dean’s and Associate Dean’s To Do list and tasks to ensure deadlines are met, providing reminders or follow-ups when needed, scheduling focus time, conducting research and compiling and requesting additional information;, liaise with other internal/external stakeholders when needed; reviewing agendas and flagging talking points or contentious items
Benefits
4% vacation pay
Option of pay in lieu or enrollment in benefits (7% in lieu of benefits)
Budgeting and tracking (outreach and special projects)
Meeting and event coordination (agendas, materials, room bookings, catering, AV/IT)
Expense processing and reconciliation
Microsoft Office applications (Teams, Forms, Approvals, Outlook, To Do, Planner, Project)
Adobe Creative Suite (Photoshop, Illustrator, InDesign)
Adobe Sign / DocuSign
Manage the Dean’s and Associate Dean’s email inbox volume and prioritize communications, ensuring important emails are flagged and addressed, scheduling requests for meetings in consultation with the Dean, inquiries are responded to promptly and sensitively and forwarded as needed; follow-ups are identified and tracked
Take initiative and actively engage to build relationships crucial to the success of the Faculty, and oversee a variety of special projects for the Dean
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Deans’ ability to effectively lead the Faculty
Process and respond as appropriate to incoming e-mail and regular mail, and draft correspondence for the Dean in consultation with the Dean and Associate Dean
Oversee Dean’s and Associate Dean’s social media platforms such as Instagram, LinkedIn, X etc., including creating, scheduling and monitoring posts and connection requests to promote and maintain an active online presence
Support the Dean and Associate Dean with document and records management, including developing and maintaining an organized records inventory system to ensure efficient storage and retrieval of documents, implementing best practices for records management, and compliance with university policies
Support the activities and projects of the Dean and Associate Dean including coordinating travel arrangements
Support sensitive, confidential and challenging conversations and information with the utmost discretion and tact and manage confidential documents, contracts and strategic plans, ensuring secure storage and controlled access Social Media and Community Outreach:
Support the Manager, Associate Dean and Dean to develop and ensure consistency in branding, tone and messaging across all Faculty of Arts & Science social media and digital platforms to engage with the online community
Create and circulate materials and communications to alumni, community leaders, external organizations and potential partners that showcase Faculty of Arts and Science achievements, updates, and opportunities for engagement, liaising with Marketing and Communications, Advancement and Centre for Emerging Arts and Designers
Develop and maintain outreach strategies for the Faculty of Arts and Science, including social media campaigns and networking events; track engagement on social media, monitor event attendance and analyze engagement, attendance and other related metrics
Collaborate with Manager, Coordinator, Student Engagement and Records and Coordinator, Faculty Engagement and Records to organize community events, partnerships with local organizations to provide educational opportunities for students and faculty
Support special projects in the areas of faculty research, outreach, fundraising, community building, student engagement, policy
Support Manager with accurate budgeting and tracking of outreach and special project initiatives, liaising with Finance when needed
Assist the Manager with maintaining records and documentation, adhering to OCAD University financial guidelines and reporting requirements, including, but not limited to the processing and arranging guest travel and accommodation, room bookings, hospitality and catering, securing AV, IT and security support when needed and the processing of honorariums, reimbursements, actual and budget transfers Administrative Support:
Act as the initial contact for the Faculty of Arts and Science (FAS) including managing the general FAS inbox and responding to general inquiries from students, staff, faculty and externals, providing guidance on appropriate avenues within the University’s administrative and academic structures and effectively communicating the faculty’s mission, goals, and achievements to an external audience
Support the Manager, Dean and Associate Dean with coordinating meetings and events, including preparing detailed agendas, materials, presentations and research, distributing pre-meeting documents, securing room bookings, catering and AV/IT support, tracking attendance, capturing comprehensive minutes, and diligently following up on action items to ensure deadlines are met
Support the Manager, Dean and Associate Dean with cross- and inter-departmental projects and complex tasks, including facilitating communication, setting milestones, tracking progress
Conduct research, gather and analyze data and draft, edit and proofread documents, presentations, and Support the Manager, Dean and Associate Dean with the creation of reports, such as the quarterly reports to the Provost, to ensure accuracy, consistency, and alignment with the Academic and Strategic Plan
Support the Manager, Associate Dean and Dean in promoting diversity, equity and sustainability initiatives within the Faculty of Arts and Science Office
Perform clerical duties such as booking rooms, scheduling appointments, processing and reconciling expenses and requesting and following up on work requests and office maintenance as needed
Attending team meetings and supporting the team in consultation with the Manager
Assist Manager, Associate Dean and Dean with special projects, events, and other duties that contribute to the successful operation of the faculty office
Qualifications
Required:
Post-secondary degree or equivalent
Minimum of three (3) years of administrative and/or Executive Assistant work experience ideally in a post-secondary educational or related environment
Strong confidence and proficiency in executive calendar management, with the ability to anticipate needs, manage shifting priorities, and coordinate complex scheduling requirements.
Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including Teams, Forms, Approvals, Adobe Sign, Docu Sign
Advanced knowledge of Microsoft Outlook, Teams, To Do, Planner and Project, including, email organization & security, scheduling appointments, meetings and events, settings reminders, creating tasks, scheduling recurring events and sharing calendars with others and ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication
Demonstrated experience managing social media campaigns and brand presence and awareness of social media trends, including experience with social media management tools and editing software, including Adobe Creative Suite (Photoshop, Illustrator, InDesign)
Advanced writing skills and ability to clearly and creatively draft content and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner
Ability to synthesize, organize and circulate accurate, precise minutes for university and faculty committees in a timely manner
Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact
Advanced interpersonal, communication, composition, organizational, and analytical skills
Proven ability to meet deadlines and work well with high volume, pressure, and changing priorities
Excellent attention to detail, accuracy and the ability to prioritize tasks
Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty
Demonstrated ability to take initiative and work both independently and participate collaboratively in a dynamic, creative and fast-paced team environment An Asset:
Demonstrated project management and project accounting experience
Demonstrated interest in the creative arts and creative industries This posting is for an existing vacancy. Mode of Work: On Campus, 5 days per week Compensation: Hiring Range - $31.59 to $36.14 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of *benefits;
Salary Range
$31.59 to $41.52 per hour. *The successful incumbent has the option of pay in lieu or enrollment in benefits. Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract with an expected duration of one (1) year. Application Deadline: Interested applicants are invited to submit an updated
resume and cover letter (PDF) by selecting "Apply Now" below. The review of applications will begin immediately and will continue until the position has been filled. *Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope. As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities . All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
