Executive Assistant

Staff - Non UnionJob CategoryM&P - Excluded M&PJob ProfileXMP - Administration, Level AJob TitleExecutive AssistantDepartmentExecutive Administration | VP Finance and OperationsCompensation Range$5, $8,081.00 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 DateJune 19, 2024

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

Job End Date

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.

This position provides confidential and executive-level administrative assistance for the Executive Director (ED) of Safety and Risk Services (SRS) that includes, Campus Security, Emergency Management, Occupational Health and Safety, Insurance and Loss Prevention, Environmental Protection and Privacy and Information Security Management. Responsibilities include managing and coordinating a variety of programs, projects and activities on behalf of the ED and the SRS Leadership, and providing communications, research, logistics, budget and writing support. The Executive Assistant for the ED has ownership of the administrative management in all aspects of the SRS Head Office, including operational, human resources, budgetary and financial administration, in compliance with UBC policies and procedures.

As the primary contact for the Office of the Executive Director, Safety and Risk Services, this position liaises with the wider University community and fosters effective working relationships with Senior Executives across the University, as well as critical internal stakeholders such as the Alma Mater and the Graduate Student Societies and external stakeholders such as the RCMP and Canadian Security Intelligence Service (CSIS).

The role also provides backup to other units of the VP Finance and Operations (VPFO) as required.

Organizational Status

Reports to the Executive Director, Safety and Risk Services and administratively to the EA to the VP, VPFO . Works directly with the Executive Director, Safety and Risk Services, and the SRS Leadership team, and collaborates closely with the Directors of Occupational Health & Safety, Environmental Protection, and Campus Security, Insurance and Loss Prevention and Privacy and Information Security.

The responsibilities of the Executive Director, Safety & Risk Services (SRS) include supporting all areas of UBC in the identification, mitigation, and management of a broad range of risks including many on the Institutional Risk Register. This includes:

• Safety and Security programs to ensure a safe campus environment and ensure the security of the University Community and University assets.
• Emergency Management, Crisis Management, Business Continuity plans and programs to proactively mitigate risk and provide a level of preparedness on campus for emergencies.
• Occupational and research safety and environmental programs, ensuring compliance with regulatory requirements, alignment with applicable standards and UBC policies.

SRS also provides support for UBC to comply with all applicable provincial and federal legislation and regulations.

The Executive Director, Safety and Risk Services leads, oversees or reports to the following key committees:

• Threat Assessment Committee
• Executive Safety and Risk Services Steering Team (ESRSST) Committee
• Emergency Preparedness Steering Committee
• ITAC
• PrISM ELC/PLC
• South Campus Works Yard Steering Committee
• Safeguarding Research Steering Committee
• Hybrid Work Steering Committee
• Contractor Management Steering Committee
• Performance Management Steering Committee
• Accessibility Planning Team
• UBC Neighborhood Coordination Group
• University, College & Institute Protection Program (UCIPP)
• Regular meeting with RCMP and the Canadian Security Intelligence Service (CSIS)
• Regularly reporting to UBC Executive Committee and to the Board of Governors or Committees of the Board.

Work Performed

Administrative Support

• Provides strategic top-level support for the Executive Director, including problem solving and evaluating multiple competing priorities. Strategically manages the time and commitments of the Executive Director.
• Manages the Executive Director's calendar determining urgency and importance within a number of complex restraints.
• Writes or initiates draft confidential communications on behalf of the Executive Director.
• Reviews and drafts responses on behalf of the SRS Executive Director to complex correspondence from internal and external sources such as students, staff, faculty, senior administrators, the external community, and government. This may include researching, compiling, analyzing, and writing briefs, reports, and other materials.
• Assists in preparing and coordinates reporting to the Board of Governors and UBC Executive on behalf of the Executive Director, and ensures deadlines are met. Research, drafts, edits, proofreads, and formats reports as required with strong attention to detail, and develops presentations.
• Manages planning and coordination of meetings, training sessions, strategic planning meetings, special events, and workshops, working with the Executive Director and SRS Executive team to achieve strategic goals and initiatives.
• Coordinates and attends a number of committee meetings (e.g., Executive SRS Steering Team Committee, Threat Assessment Committee) including the preparation of the agendas, taking minutes as needed; follows up on action items and researches and provides background materials for committee meetings.
• Responsible as Scribe when UBC's Emergency Operations Centre (EOC) is activated in the event of major emergencies at Point Grey Campus. Records all decisions and actions, communicating these out to appropriate authorities across the UBC Vancouver campus, and tracking fulfillment.
• Participates in the implementation of internal communications including the drafting of the SRS Biweekly update and the scripts for the monthly All SRS Call in collaboration with VPFO Communications Manager when required; and manages the head office Digital Signage.
• Builds relationships with other administrators and executive assistants in the University, and acts as a primary contact for members of the Executive Director's Office.
• Provides coverage and mentorship to the other assistants of the VPFO Administration team as required.

Project Coordination and Implementation

• Manages a variety of ongoing, annual, and one-time projects, programs, and activities (i.e., hot desking project, onboarding orientation manual development) including the drafting of project plans, scope, timelines, milestones, and deliverables.
• Manages special projects, including development, delivery, and implementation, as assigned by the Executive Director. This includes managing the documentation of all Threat Assessment Committee (TAC) cases and the associated systems for documenting and tracking.
• Manages the ongoing key performance indicators, and the associated reporting tied to the VPFO and SRS Strategic Plan.
• Operationally analyses business processes and identifies areas for improvement in workflow and other SRS efficiencies.
• Leads the transition of the department to a more sustainable and efficient records management system through the SRS Teams site.
• Develops and implements administrative policies and procedures for SRS based on research and the understanding of the department goals, objectives and direction.

Office Management

• Responsible for the overall management of the SRS head office and related administrative matters for the Executive Director. This position sets the priorities and direction for the office including review of service levels and efficiencies and ensures that the head office runs smoothly and efficiently to meet departmental needs.
• Manages financial administration for the head office, including participating in strategic budget and financial planning of the administrative budget.
• Administers the head office IT needs under the direction of the Safety and Risk Services' IT lead.
• Supports on human resource management matters, specifically supporting the Executive Director in onboarding the SRS leadership team.
• Develops, implements and maintains office policies and procedures including acquisition, utilization, maintenance and replacement of the head office equipment, including audio-visual and IT equipment.
• Administers the head office's fire and safety regulations, disaster plans, and health and safety regulations. Floor warden for head office.
• Performs other duties as required.

Consequence of Error/Judgement

The position requires the incumbent to display a high degree of personal initiative and must exercise sound judgement in all administrative areas; and handle matters with discretion and tact. The incumbent in this role must exercise a high degree of maturity, autonomy, and independence, while working within broad guidelines. A very high standard of professional communication is required, as is the ability to maintain confidentiality. All work must be completed at a high level of accuracy. Errors in judgement with internal or external constituents could have a serious negative impact on Safety and Risk Services and the University potentially resulting in legal suits, poor public relations, financial costs, and loss of credibility and reputation. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure.

Supervision Received

Works independently under the direction of the Executive Director, Safety and Risk Services but projects may be undertaken under the direction of other SRS Leaders. The role reports administratively to the Manager, VPFO Administration.

Supervision Given

May supervise temporary staff and students in Safety and Risk Services.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two 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

Undergraduate degree in a relevant discipline. Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience. Minimum of three years' experience or the equivalent combination of education and experience. Ability to multitask and reprioritize issues based on competing demands. Ability to demonstrate project management experience and skills. Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to respond appropriately to inquiries in person, on the phone, and in writing, and make appropriate referrals. Ability to politely screen calls, direct as appropriate, and take accurate messages. Ability to effectively use MS Office at an intermediate level. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to make decisions and recommendations involving highly complex issues. Ability to make thoughtful, informed, and thorough decisions. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to exercise sound judgment. Ability to deal with people in a courteous, calm manner. Ability to identify and respond to contentious or politically sensitive issues with discretion. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to explain, assign, and monitor work of search consultants. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).

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