Executive Assistant, Office of the President

Executive Assistant, Office of the President at OCAD University

Summary Of Responsibilities

• Manage the President’s complex calendar, meetings, travel and event logistics to optimize time and impact, anticipating needs and resolving conflicts proactively.
• Monitor and manage the President’s email/inbox with discretion, flagging urgent items, maintaining a visible system for deadlines and follow-ups, drafting responses, and escalating issues through established structures and procedures.
• Provide appropriate briefing materials to the President in advance of meetings, including minutes, agendas, reports and updates.
• Administer OTP budgets and purchasing cards, including monthly reconciliation, travel and hospitality claims, vendor payments, and documentation for audit readiness. Support procurement of goods and services and maintain accurate financial records consistent with University policy as needed.
• Coordinate workflows for Executive Team, Senior Leadership Team and Management Group meetings, including agenda development, pre-reads, minute-taking, distribution and action-item tracking.
• Liaise with the Board Secretariat to align timelines, templates and records practices; support preparation of materials for Board-related interactions as appropriate.
• Plan and execute logistical/protocol/ceremonial elements for presidential engagements (e.g., guest handling, order of proceedings, seating plans, scripts, etc.), in collaboration with Marketing & Communications.
• Serve as an effective first point of contact for internal and external stakeholders; exercise diplomacy and cultural awareness, emotional intelligence and tact in all interactions.
• Maintain secure, organized digital records and contact databases (e.g., SharePoint/Teams) in accordance with records retention schedules; support responses to information requests as required.
• Embed OCAD U’s commitments to decolonization, Indigenization, equity, accessibility and sustainability in event design, meeting practices and documentation (e.g., accessible formats, inclusive protocols, land acknowledgements where appropriate).
• Track executive priorities and special initiatives, maintaining dashboards of milestones, risks and interdependencies; proactively surface issues and propose mitigations.
• Leverage AI-powered solutions (i.e. Microsoft Copilot) to streamline meeting preparation, document management, and stakeholder communications.
• Use AI-driven analytics and solutions to support project tracking, reporting, and decision-making.
• Continuously evaluate the effectiveness of AI tools such as Microsoft Copilot to ensure alignment with institutional priorities and improve workflow efficiency.
• Coordinates logistical arrangements for meetings and engagements hosted by the President, ensuring smooth execution from planning through follow‑up, as needed.
• Provides onsite support during meetings and engagements, including room setup, technology needs, hospitality, and troubleshooting in real time.
• Support the OTP in other duties contributing to the successful operation of the office.

Qualifications

• Post-secondary degree or equivalent combination of education and experience.
• A minimum of five (5) years of work experience specifically providing senior executive support; work experience in post-secondary education, arts, cultural or public sectors an asset.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint) and PDF tools (e.g., Adobe Acrobat); ability to build shared team workspaces and tracking systems.
• Experience in utilizing AI-driven solutions (i.e. Microsoft Copilot) to streamline workflows and improve efficiencies in various administrative and project-related tasks.
• Exceptional written and verbal communication skills and the ability to produce polished briefings, speaking notes, minutes and executive correspondence.
• Outstanding interpersonal skills; demonstrated professionalism, diplomacy, judgement and discretion working with senior leaders, volunteers, donors and partners; ability to maintain confidentiality is essential.
• Outstanding attention to detail, strong organizational skills, and a demonstrated ability to prioritize tasks, meet deadlines and manage competing demands under pressure.
• Strong budget management and financial administration skills, including reconciliation and audit-ready documentation.
• Demonstrated commitment to decolonization, Indigenization, equity, diversity, accessibility and inclusion, and experience supporting a respectful work and learning environment.
• Ability to work independently with initiative and also collaborate effectively in a team environment; flexibility to adjust hours of work to meet the needs of the President, including weekends and evenings.

Key Skills/Competency

• Executive Support
• Calendar Management
• Financial Administration
• Meeting Coordination
• Microsoft 365
• Microsoft Copilot
• Stakeholder Engagement
• Discretion & Diplomacy
• Project Tracking
• DEIAS Commitment