Executive Assistant, Office Vice-President, Academic & Provost

OCAD University is seeking a seasoned and highly capable Executive Assistant to join the Office of the Vice President, Academic & Provost (VPAP).

This is a high-level executive support role for someone who can step into a busy office, quickly understand what matters, and take ownership. We are looking for an experienced EA who is proactive, confident, exceptionally organized, and comfortable working alongside a senior executive in a fast-paced and dynamic environment. The successful candidate will anticipate needs and take initiative to keep priorities moving forward.

You know how to manage competing demands, exercise sound judgement, identify what requires attention, and ensure important work stays on track. You are comfortable following up, asking the right questions, and respectfully ensuring that information, decisions and action items move forward.

Reporting to the Director, Academic Affairs & Senate Secretary, and functionally to the Vice-President, Academic & Provost, you will be a key partner in the effective operation of the VPAP Office.

At the centre of the role is the effective management of the VPAP’s time, information, priorities and commitments.

Responsibilities include:

• Own and actively manage the VPAP’s complex calendar, anticipating scheduling needs, resolving conflicts, coordinating high-level internal and external meetings, and ensuring the VPAP is prepared for upcoming commitments.
• Manage and triage the VPAP’s email inbox, identifying urgent and high-priority matters, tracking deadlines and follow-ups, responding to inquiries as directed, and ensuring important items do not fall through the cracks.
• Anticipate what the VPAP needs to be successful, compiling briefing materials, agendas, minutes, reports, updates and relevant background information in advance of meetings and decisions.
• Identify and elevate priority issues and, working with the VPAP and Director, coordinate appropriate follow-up to keep matters moving toward resolution.
• Draft, edit and coordinate correspondence, communications, presentations, reports and other materials on behalf of the VPAP and the Office.
• Handle highly confidential and sensitive information with exceptional judgement and discretion, including materials related to budgets, grievances and labour relations.
• Build strong working relationships across the academic portfolio and throughout the University, ensuring effective communication and coordination between the VPAP Office and its many partners.
• Liaise confidently and professionally with senior administrators, faculty, staff, students, external stakeholders, government officials and members of the public on behalf of the VPAP.
• Serve as an initial point of contact for complex or sensitive matters brought to the VPAP Office, using sound judgement to determine the appropriate pathway for resolution.
• Provide administrative and coordination support to academic committees, ad hoc committees and working groups, including committees identified under the University’s Memorandum of Agreement.
• Conduct research and support analysis related to academic initiatives, institutional priorities and special projects.
• Prepare, monitor and reconcile VPAP Office budgets and related financial activities, including invoices and purchasing card statements.
• Lead the coordination of academic events, including conferences, receptions, workshops and other special initiatives.
• Develop and maintain effective electronic and administrative systems that support an organized, responsive executive office.
• Coordinate travel and accommodation arrangements as required.
• Serve as backup to the Quality Assurance Officer & Associate Senate Secretary, as required.
• Take on other…