Executive Assistant - Fields Institute

We are seeking an experienced Executive Assistant to provide administrative, executive, and communications support for a busy mathematics research institute located in downtown Toronto. The role is a critical interface between the Institute’s leadership and academic and government officials, as well as to researchers and staff.

The Executive Assistant provides proactive support to ensure that the Director and Deputy Director’s time is allocated effectively, priorities managed, and deadlines met. The Executive Assistant’s duties are many, so this role is ideal for a professional who can multitask without sacrificing accuracy.

Responsibilities

Executive Support

1. Represent the Directorate, particularly in written communications, to both staff and external contacts;
2. Research, write and edit reports and develop presentations;
3. Maintain contact with key figures to ensure projects move forward;
4. Provide support to Directorate-led projects (e.g. Awards panels, Fields Medal Symposium, Fields publications) as needed;
5. Submit official documents on behalf of the Directorate, e.g. for research purposes, granting purposes, etc.;

Administrative Support

1. Ensure Directorate meets important deadlines;
2. Arrange and schedule meetings;
3. Take meeting minutes when appropriate;
4. Act as helpdesk contact for computing & telephone issues;

Communication Support

1. Manage contact lists;
2. Read and direct Directorate email and mail;
3. Respond where appropriate on behalf of the Directorate;
4. Manage the Institute’s Inquiry telephone and email;
5. Ensure the Director and Deputy Director’s time is assigned wisely to preserve both personal and institutional priorities.

The Executive Assistant will also participate in Fields Institute staff working groups and have other duties as may be assigned.

What You Bring

Experience:

Experience providing executive-level support, preferably including in an academic setting. You are proficient with office software such as MS Office (Word, Excel, Outlook, Powerpoint), Google Workspace, Zoom, and Acrobat Pro.

Knowledge of post-secondary or research institute organizational structures is an asset.

Education:

You have a Bachelor’s degree and training or experience in office management and executive support.

Other qualities:

You are dedicated to fostering good relationships. You are friendly but firm, with exceptional communication skills, both written and spoken. You are professional and discrete, and can multitask without sacrificing accuracy.

What Fields Provides

A friendly and stimulating work atmosphere, with opportunities for growth. An office space on the St. George Campus of the University of Toronto. A comprehensive benefits package arranged through the University of Toronto as well as generous vacation, sick, and personal leave arrangements.

This position has a baseline of 35 hours per week, occasionally up to 44 hours per week, during workday hours of 9-5, Monday to Friday, with occasional work outside of these hours by prior arrangement. This position is eligible for hybrid work, with at least 3 days per week in the office.

Note that the Fields Institute is located on the University of Toronto St. George campus but is a separate entity. It does, however, abide by University-initiated directives on issues such as public health measures and campus closures.

Compensation

$65,000 - $70,000

At the Fields Institute, mathematics research, innovation, and education flourish. We foster an inclusive, equitable, and collaborative culture where everyone can discover mathematics, and where mathematicians make meaningful contributions to the world.