Executive Assistant, External Relations

Proceed with application for the Executive Assistant, External Relations role at The University of British Columbia. 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. Work Performed Day‑to‑day management and organization in the Office of the Vice President: Manage workflow, review all incoming communications, and redirect or act on them as appropriate. Respond to inquiries from AVPs/unit Directors and other UBC offices. Strategically manage the Vice President’s professional time—advising on meetings, events, and speaking engagements; reviewing protocols; coordinating the calendar; identifying opportunities for transparent communications. Conduct research, analysis, and drafting for meetings, functions, correspondence, and speaking engagements. Prepare agendas and meeting materials for the Vice President’s meetings. Coordinate with internal and external offices and speech coordinators on speaking engagements; ensure timely preparation and review of drafts. Arrange travel logistics. Supervise and oversee special projects as appropriate. Administrative functions in the Office of the Vice President, External Relations: Develop and implement effective policies and procedures for office operations. Manage office budget, monitor expenditures, and recommend strategies for financial efficiencies. Provide leadership in problem‑solving, project planning, and execution of identified goals, priorities, and objectives. Research and provide analyses, reports, and briefing notes for senior administrative meetings (President, Deans/VPs, Board of Governors). Maintain confidential and sensitive communications with external constituents, ensuring alignment with the VP Office mandate. Manage end‑to‑end projects that support the efficient administration of the VP, ER Office. Serve as liaison with the Office of the President, other Vice Presidents, and senior university administrators. Act as the primary contact for the Vice President regarding information and inquiries, requiring detailed understanding of the Division structure. Perform any other duties as required. Minimum Qualifications Undergraduate degree in a relevant discipline and a minimum of three years of related experience, or an equivalent combination of education and experience. Willingness to respect diverse perspectives, including those conflicting with one’s own. Demonstrated commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion. Preferred Qualifications Highly versatile interpersonal, organizational, and analytical skills. Exceptional resource‑organizing and priority‑setting capabilities. Ability to handle multiple, simultaneous, complex tasks and projects efficiently. High attention to detail and thoroughness. Sound judgment, thoughtful decision‑making, and discretion in handling sensitive information. Effective conflict resolution and mediation skills. Strong interpersonal and communication skills for independent teamwork across diverse constituencies. Thorough knowledge of university procedures, protocols, corporate and government operations. Advanced research and writing experience with complex and sensitive subjects. Excellent computing skills. Experience in not‑for‑profit and/or college or university environments. #J-18808-Ljbffr