Executive Assistant, Executive Education

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleExecutive Assistant, Executive EducationDepartmentAdministrative Support | Executive Education | UBC Sauder School of BusinessCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateMay 7, 2024

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

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

UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder Executive Education offers over 100 executive education courses and certificates designed to help meet the most pressing professional development needs and answer organization's most difficult challenges. Each year 1,000 executives from 300 companies attend executive education programs.

The Executive Assistant provides wide-ranging confidential executive and administrative support to the Associate Dean, Executive Education at the UBC Sauder School of Business and acts as the primary point of contact for internal and external stakeholders.

The Executive Assistant also oversees complex administrative processes for the Executive Education office including program coordination, student services, event coordination and assists with financial support for the Executive Education unit.

Organizational Status
Reports to the Director, Operations and Business Applications. Receives direction from the Associate Dean, Executive Education.

Work Performed

Coordinates and oversees complex administrative processes for the Executive Education office, as well as supports different high-level organizations locally and internationally. Demonstrates a high level of understanding and initiative to act on changing priorities for the complex Executive Education office to ensure priorities are met.
- Supports administration functions for a national and international cohort of executive students.
- Provides senior confidential secretarial and administrative support to the Associate Dean, Executive Education.
- Organizes Associate Dean's calendar and is responsible for prioritizing and scheduling meetings and appointments, composing and editing both routine and complex, sensitive and confidential documents and reports.

Identifies and communicates high priority requests and coordinates with other schedules, communicating and resolving conflicts, ensuring these are handled in a way that maintains relationships. Continuously updates and reschedules as required. Exercises a high degree of discretion.
- Efficiently and cost effectively schedules and coordinates all travel arrangements and visits for the Associate Dean and senior management team, including flights, transfer, accommodation, travel itinerary, processing international visas, etc.

Prepares draft agendas and distributes meeting materials. Takes meeting minutes and follows up on action items.
- Communicates and responds to confidential emails, written and verbal communications on behalf of the Associate Dean. Drafts, edits and finalizes documents and correspondence on behalf of the Associate Dean as necessary.

Coordinates internal and external meetings and off-site events and provides support by preparing related materials, arranging room bookings, organizing catering, preparing agendas/documents, communicating information to attendees, and transcribing meeting minutes.
- Performs financial duties by reconciling credit card, processing travel requisitions and expense reimbursements in Workday.
- Oversees and maintains confidential Executive Education files.

Provides general administrative support to the senior management team, including travel arrangements, expense reports, etc.
- Screens, sorts and prioritizes incoming mail, emails, calls and in-person enquiries. Responds independently to general enquiries, assesses, declines or redirects requests diplomatically as required.

Prioritizes and triages other requests within the office and oversees administrative functions to better serve the unit.

Assists with employee onboarding and offboarding, including completion of necessary forms, setting up and removing system and office access, etc.

Responsible for the professional image on the Executive Education office.

Works on a variety of projects supporting Director, Operations and Business Applications in evaluating office procedures, updating files for the department to stay current in competitive field, etc. Contributes to the development of administrative policies and procedures and ensures compliance with UBC Sauder and UBC policies for the efficient administration, organization, and operation of the Executive Education.
- Liaises with external vendors and partners. Responsible for ordering office supplies and gifts for speakers and visitors.
- Provides back-up coverage to the Executive Education Program Coordinators and Office Coordinator when required.
- Performs other related duties as necessary assisting with other areas of the Executive Education unit.

Consequence of Error/Judgement
Exercises judgement, tact and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning events may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the University.

Expected to exercise judgment in establishing priorities in the Associate Dean's calendar, and carry tasks through to completion in a timely manner. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries, requests of the Associate Dean's time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Associate Dean.

Supervision Received
Work is done under minimal supervision. Performs most duties independently, occasionally consulting the Associate Dean, or senior staff. Reports to and receives direction or task assignment from the Director, Operations and Business Applications. Exercises independent judgment in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods.

Supervision Given
Not required to supervise. May explain work procedures to new employees.

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

Preferred Qualifications

• Training in administrative procedures and practices and experience working in a large and complex organization as a senior executive/coordinator assistant in the private or public sector is preferred.
• Excellent organizational and multitasking skills and ability to work under pressure of deadlines.
• Excellent oral and written communication skills and spoken English. Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology. Ability to check correspondence for accuracy is critical. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to prioritize assignments and work independently without ongoing direction.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise a high level of tact, diplomacy and discretion in developing and maintaining collaborations with senior level academic, industry and community leaders.
• Ability to exercise sound judgement with the ability to act decisively, independently, and with sound reasoning.
• Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings.
• Ability to effectively use Word, Excel, PowerPoint, and Outlook at an intermediate level.
• Ability to be thorough, accurate, and have a high level of attention to detail.

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