University of Toronto Centre in India

Application requirements: cover letter and resume

Position Title: Executive Assistant, UOFT India Foundation

Location: Mumbai, India

Faculty/School/Office: University of Toronto Centre in India (Office of the Vice-President, International (OVPI))

POSITION SUMMARY:

Reporting to the Country Head, the Executive Assistant (EA) will provide comprehensive support for a wide range of administrative and office related tasks at the University of Toronto Centre in India, Mumbai office. The EA will work in close coordination with the Country Head and to also act as an administrative link between the team at the University of Toronto and in India. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness, and a need to maintain confidentiality. The scope of this position is driven by the complex range of responsibilities, including those undertaken by the Country Head.

Specific job duties shall include, but not be limited to:

Administrative and Operational Support

• Serves as the first point of contact including reception in the University of Toronto Centre in India office, to both the internal and external communities.
• Coordinate and accomplish routine activities such as ordering and maintaining office supplies, handling annual maintenance of office equipment, and getting them repaired/serviced.
• Assists with international and domestic travel itineraries and other travel-related processes for faculty members and scholars from Canada, the Country Head and other team members in India.
• Provides administrative and logistical support for the delivery of in-person, hybrid, and virtual Centre events. Responsibilities will include handling vendor logistics, placing catering orders, speaker travel arrangements, space reservation, RSVP management, coordination with event participants, and IT systems.
• Maintaining database of alumni, partners, and other connections and to assist with partnership development, alumni engagement and other events in different locations.
• Provides logistical support forrecruitment of new employees. Helps the leadership in screening resumes, scheduling interviews, and coordinating on boarding and completion of paperwork.
• Updates and maintains personnel files and attendance records.
• Identifies independent contractors/suppliers/service providers for services like annual Maintenance, printing, travel etc. needs.
• Assists with Board meetings and other supports of the UOFT India Foundation.
• Other duties as assigned.

Office Management

• Ensure high-quality upkeep of the office space.
• Keeping an inventory of office equipment and warranties; developing and once approved, implementing an equipment renewal plan for the unit.
• Monitoring and managing supplies and other physical requirements for the office.
• Support of unit hardware/software/equipment resources.
• Oversees the purchasing of supplies for the unit in accordance to established UOFT India Foundation/ University of Toronto Centre in India policies.
• Other duties as assigned

Financial Administration

• Track costs, review accuracy of invoices, prepare documentation for reimbursements.
• Coordination with suppliers/vendors for invoices and necessary documentation
• Monitor expenses and ensure timely follow-up on invoices and accounts payable and receivable.
• Coordination with the accounting firm for submission of invoices and reimbursements and to make sure that payments are made to vendors/ reimbursements made to staff on time.
• Other duties as assigned

Records Management

• Creates and maintains a central records system of electronic and hard copy documents and files for use by the supported offices, categorizing materials based on subject matter and coding system as per University of Toronto in India Centre best practices.
• Maintains files ensuring that files requiring strict confidentiality are appropriately stored or destroyed or archived. In conjunction with the Country Head, updates business continuity plans in respect of disruptions such as labour disputes, or others.
• Other duties as assigned

Qualification: Undergraduate degree

Experience: At least five years of experience in progressively responsible administrative roles including providing support to senior executives and committees, including financial administration and records management. Experience working in an academic environment is a strong asset.

Skills and competencies: Proficient with standard office software programs including Word, PowerPoint, Excel spreadsheets, databases, and scheduling software. High level of financial acuity and records management.

The individual must be a Citizen of India and be based in Mumbai or willing to move there.

SALARY LEVEL: 13,20,000 Indian rupees per annum

Please apply by 16th May 2023 with a cover note to ************@utoronto.ca