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Executive Assistant
1 week ago
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Executive Assistant
Department
PIMS Administrative Support | Pacific Institute for the Mathematical Sciences | Faculty of Science
Compensation Range
Posting End Date
May 9, 2023
Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Mar 31, 2027
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 at the Pacific Institute for the Mathematical Sciences (PIMS) will provide administrative support to the PIMS Director and two Co-Directors, exercising tact, discretion and strict confidentiality at all times.
Organizational Status
This position reports to the Chief Operations Officer. The position receives direction from the PIMS Director and two Co-Directors, as well as the Chief Operations Officer.
Work Performed
- Serves as the primary point of contact for internal and external parties on matters pertaining to the PIMS Director. As this position represents the Director and the Institute, a high degree of professionalism is required at all times.
- Provides secretarial support to PIMS Director including scheduling meetings, taking minutes, arranging comprehensive travel plans and itineraries.
- Provides targeted secretarial support to Co-Directors.
- Serves as primary staff liaison between the PIMS Board of Directors and the Director and Co-Directors.
- Plans PIMS Board Meetings (including room bookings, AV setup, catering, etc. ). Coordinates the preparation of presentations, reports, and other documents, ensuring accuracy and completeness of information. Attends meeting to oversee arrangements. As some of these meetings are out of town, travel will be required.
Supports the Director in the management of projects including conducting research as requested, tracking progress, ensuring deadlines are met and following up on action items.
- Based on information provided by the Director, the position will be responsible for preparing and processing contractual agreements with internal and external stakeholders, and amendments to organizational governances and bylaws.
- As part of the administrative team, this position will assist with the everyday operation of the unit, performing functions necessary to carry on business. Serves as receptionist.
General office management:
order supplies; handle plant-op requests; maintain cleanliness of kitchen area.
- Manages office space at PIMS for postdoctoral fellows, graduate students, visitors, and collaborative research group members.
- Coordinates volunteers and oversees event logistics for certain designated events.
- Prepares routine social gathering events such as PIMS Tea.
- Performs other duties related to the qualifications and requirements of the position.
Judgement is required to be exercised in prioritizing time, planning in advance for events and dealing with visitors in an appropriate manner.
Supervision Received
Work is performed independently under the broad supervision of the Chief Operations Officer. Work may be reviewed by the person who assigned it (Director, Co-Directors, Chief Operations Officer).
Supervision Given
None
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an 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
Training in office procedures. Ability to operate a complete range of office equipment. Advanced organizational and time management skills.
Demonstrated ability to effectively interact with all levels of personnel, both internally and externally, in a professional and positive manner.
Demonstrated ability to exercise discretion and strict confidentiality at all times. Knowledge of project/event management procedures and practices, and experience coordinating the-
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