Executive Assistant

ubc; Vancouver; On-site; CAD 69,000 - 99,000; Full time

Job summary

The Executive Assistant contributes to the achievement of the mission of the UBC Facilities team and the VPFO portfolio by providing dedicated support to the Associate Vice-President (AVP) Facilities. As the primary contact for the AVP Facilities, this role builds relationships with senior executives across the University and may support other VPFO units as required.

Responsibilities include confidential administrative leadership, calendar management, budget oversight for the AVP Facilities

Job description

Staff - Non Union

Job Category

M&P - Excluded M&P

Job Profile

XMP - Administration, Level A

Job Title

Executive Assistant

Department

Leadership | Facilities

Compensation Range

$6,143.67 - $8,830.25 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

September 30, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

Currently, the AVP Facilities has assumed the role of Chief Campus Operations Officer (CCOO) pro tem . This position will support the CCOO.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Executive Assistant contributes to the achievement of the mission and strategic plan of the UBC Facilities team and the Vice-President Finance and Operations (VPFO) portfolio, by providing support to the Associate Vice-President (AVP) Facilities. As the primary contact for the Office of the AVP Facilities, this position liaises with the wider University community and fosters effective working relationships with Senior Executives across the University. The role may also support other units of the VPFO as required.

Organizational Status

Reports to the AVP Facilities. This position supports the work of the AVP Facilities and their team.

Work Performed

• Responsible for the overall management of the office of the AVP Facilities. Provides confidential administrative leadership and guidance supporting the AVP Facilities, including strategically managing time and commitments.
• Drafts, reviews, and edits the Board of Governors and Executive meeting materials provided by the AVP Facilities and Leadership, and coordinates with the President's Office, and the Board Secretariat to ensures deadlines are met.
• Provides fill-in coverage as the main coordinator of the Board of Governors for the VPFO, as required.
• Develops, implements and maintains departmental policies and procedures for the Office of the AVP Facilities. Responsible for tracking the strategic plan goals of the Office and ensuring goals and deadlines are met.
• Manages the budget of the Office of the AVP Facilities.
• Manages special projects, including development, coordination, delivery, and implementation, as assigned.
• Ensures effective administrative processes, systems, and procedures, including document management, records handling, and internal workflow processes, and identifies opportunities to improve efficiency, implement administrative best practices, and streamline operations.
• Initiates and leads projects with other members of the VPFO Administration team to improve the VPFO and/or UBC processes.
• Researches background material and analyzes and summarizes data for projects, reports, presentations and correspondence.
• May provide confidential assistance to other senior leaders by managing their calendar and coordinating confidential documents requiring their signature, as required.
• Oversees office moves, repairs, renovations and office furnishings. Oversees office equipment, records management, security, building maintenance and service contracts. Researches, negotiates and finalizes agreements, leases or purchases (office equipment, furniture etc.). Identifies and recommends more effective ways to utilize space
• Drafts confidential communications on behalf of the AVP Facilities in collaboration with the department Communications Manager.
• Manages, plans and co-ordinates events, committee meetings, training sessions, and workshops.
• Facilitates the transition of the department to new online systems through change management activities and training
• Schedules, runs and/or facilitates trainings for Facilities staff, as required.
• Participates in the implementation of all communication strategy in collaboration with the department Communications Manager.
• Coordinates items requiring approval and/or signature by the AVP Facilities. Ensures urgent matters are brought to the attention of the AVP as soon as possible.
• Provides assistance, guidance and/or coverage to the other assistants of the portfolio as required
• Works closely with the other assistants of the portfolio on diverse projects as required.
• Acts as a primary contact for members of the Office of the AVP Facilities and builds relationships with other administrators and executive assistants in the university.
• Performs other dut