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Director's Executive Assistant
3 months ago
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.
Job Summary
Responsible for providing senior confidential and administrative support to the Director of UBC Botanical Garden, Faculty of Science. Responsible for scheduling; screening and responding appropriately to all verbal and written requests on behalf of the Director with clear, concise business English. Initiates or coordinates business correspondence, edits, proofreads and coordinates document signing. Arranges complex meetings, events and travel events; prepares materials.
Organizational Status
This position directly supports the Botanical Garden's Director, and members of the senior leadership team. interpersonal skills and the ability to build successful working relationships with a team of colleagues within the Department is essential. The position reports to the Director, accuracy and attention to detail are paramount. The role interacts with all members of the Botanical Garden, working collaboratively with both internal and external partners.
Work Performed
Provides administrative support to the senior leadership team, including:
- Managing calendars
- Scheduling meetings and taking meeting minutes
- Preparing and formatting written materials such as correspondence
- Monitoring and responding to emails
- Booking travel arrangements
- Filing (electronic and hard copies)
- Conducting online research
- Assist the Director with the Garden's strategic planning process by:
- Scheduling meetings
- Taking notes
- Collecting and collating information
- Conducting environmental scans (online)
- Writing reports
- Performs other related duties, suitable to the skills and experience of the position
Consequence of Error/Judgement
UBC Botanical Garden deals with sensitive matters involving questions of ethics, appeals, conflict of interest, donors, standards, government relations, personnel questions, etc. This position has access to confidential information that requires handling with discretion. Errors could lead to very serious losses in reputation by the Department & University, loss of revenue, legal proceedings, embarrassment to the Director and other UBC Botanical Garden staff.
Uses judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely way.
Supervision Received
Reports to the Director. Must be highly self-directed, taking initiative, working independently under the general direction of the Director as part of a team environment. Performance will be evaluated against set objectives.
Supervision Given
None
Minimum Qualifications
University degree and a minimum five 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
Preferred Qualifications
Previous experience working in an office environment, preferably as an executive assistant or office manager.
· Exceptional computer skills including Word, Excel, PowerPoint and familiarity with databases. Experience with Microsoft Teams is an asset.
· Accurate and detail oriented.
· Excellent organizational and communication skills.
· Ability to multi-task and prioritize in a busy work environment.
· Ability to stay cool, calm and diplomatic under pressure.
