Executive Assistant, External Relations

The University of British Columbia; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A major educational institution in Vancouver seeks an executive assistant to support the Vice President, External Relations. This role requires excellent organizational and communication skills to manage confidential matters and the office’s workflow effectively. The ideal candidate must have a relevant undergraduate degree and three years of related experience, demonstrating leadership skills and the ability to handle multiple projects simultaneously.

Qualifications

• Minimum of three years of related experience, or equivalent education and experience.
• Demonstrates commitment to equity, diversity, and inclusion.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Provide executive level management and administrative support to the VP, External Relations.
• Manage communication flow in the office and ensure timely responses.
• Coordinate and manage special projects and office budget.

Skills

Interpersonal skills

Organizational skills

Analytical skills

Communication skills

Conflict resolution

Education

Undergraduate degree in a relevant discipline

Tools

Research skills

Writing skills

Computer skills

Job description

Job Summary

This position provides executive level, confidential management and administrative support to the Vice President, External Relations (VP, ER). The position serves as the liaison with the Office of the President, the offices of other Vice Presidents and other senior administrators at the University, in addition to liaising with constituents external to the University, including senior officials from all levels of government, educational institutions, civil societies, corporate offices, and overseas organizations. The position is responsible for the effective and efficient management and operation of the office as well as the overall workflow for the Vice President’s day-to-day affairs. This position is also responsible for the completion of a variety of projects related to the efficient administration and organization of the VP, ER Office.

This position handles matters of a highly confidential and sensitive nature, including government relations, institutional partnerships, public and donor engagement, and executive-level communications. The incumbent must have a deep understanding of the strategic goals of the External Relations portfolio and ensure that all administrative and operational functions are aligned with these priorities.

The role requires strategic judgment, excellent communication skills, and the ability to navigate a complex and dynamic environment with competing priorities. The incumbent is expected to independently manage projects and ensure the timely flow of information and documentation to and from the office. This position supports the institutional reputation and outreach efforts of the University, and the incumbent must maintain the highest standards of professionalism, discretion, and responsiveness.

Organizational Status

Reports directly to the Vice-President, External Relations. Interacts with units reporting to the President and other Vice Presidents.

Work Performed

Responsible for the day-to-day management and organization in the Office of the Vice President :

• Manages the work flow in the office including review and monitor of all incoming communications (e.g. telephone calls, mails and electronic mails) to the Vice President; acts on communications or redirects communications as appropriate;
• Works with AVPs / unit Directors or other UBC offices in responding to enquiries;
• Strategically manages the Vice President’s professional time; advising of meetings, events and speaking engagements; reviewing protocol for scheduled events; coordinating calendar with other offices as appropriate in light of Vice President’s personal responsibilities; identifying and recommending potential opportunities to promote open and transparent communications;
• Performs research and analysis on specific issues, as required, and prepares non-routine letters and / or reports, which may be highly sensitive and confidential in nature;
• Gathers materials, conducts research, analysis and drafting for meetings, functions, correspondence and speaking engagements;
• Prepares agendas and meeting materials for Vice President’s meetings;
• Liaises with internal and external offices and speech coordinators regarding speaking engagements; ensure all drafts are produced and reviewed in a timely manner;
• Ensures appropriate travel arrangements;
• Coordinates, supervises and completes special projects, as appropriate.

Manages the administrative functions in the Office of the Vice President, External Relations :

• Develops appropriate policies and procedures for the efficient operation of the Vice President’s office;
• Manages office budget, monitoring expenditures, recommending strategies for financial efficiencies.

Provides leadership in problem solving, project planning and management, and development and execution of identified goals, priorities and objectives.

Researches, prioritizes, determines appropriate course of action, referral, and / or response, follow up on multiple incoming issues and concerns identified by the Vice President including those of a sensitive and / or confidential nature.

Provides research and prepares required analyses, reports and briefing notes for senior administrative or university purposes, such as President's meetings, Deans / VP's meetings and Board of Governors meetings. Has extensive interaction with constituents external to the University, including senior officials from all levels of government, educational institutions, civil societies, corporate offices, and overseas organizations in support of the mandate of the VP Office.

Manages a variety of projects from initiation to completion that are related to the efficient administration and organization of the VP, ER Office.

Serves as liaison with the Office of the President, the offices of other Vice Presidents and senior administrators at the University.

Acts as a contact person for the Vice President for information and enquiries. This requires a detailed understanding of the structure of the Division and the functioning of the individual areas, as well as the nature and scope of the areas in which the Division is involved.

Performs other duties as required.

Consequence of Error / Judgement

This position requires good judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with the internal or external constituents could have negative impact on the External Relations Office and the University, resulting in legal suits, poor public relations, financial costs, or loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise good independent judgment. Inappropriate or errant communication of sensitive issues could have a serious budgetary impact and have legal implications.

Supervision Received

Works independently under broad directives from the Vice President.

Supervision Given

Responsible for the management of the office, may supervise secretarial staff.

Minimum Qualifications

• Undergraduate degree in a relevant discipline.
• Minimum of three years of related experience, or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Position demands a high degree of versatility. Interpersonal, organizational and analytical skills should be evident.
• Exceptional skills in organizing resources and establishing priorities.
• Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to exercise sound judgment.
• Ability to make thoughtful, informed and thorough decisions.
• Ability to exercise tact and discretion.
• Ability to approach interactions with an awareness of sensitive issues.
• Ability to maintain confidentiality and impart sensitive information appropriately.
• Ability to analyze and solve complex problems.
• Ability to work under pressure and meet deadlines.
• Conflict resolution and / or mediation skills.
• Strong interpersonal and communication skills and the ability to work effectively and independently in a team environment with a wide range of constituencies in a diverse community.
• A thorough knowledge of university procedures, protocols and policies, corporate protocols and government operations.
• Exceptional research and writing experience and expertise, dealing with complex and sensitive subjects.
• Excellent computing skills.
• Experience working with not-for-profit and / or college or university environments.