Executive Administrative Support to The President

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - Excluded M&P

Job Profile

XMP - Administration, Level A

Job Title

Executive Administrative Support to the President

Department

Office Support | President's Office

Compensation Range

$5,063.67 - $7,294.50 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 Date

June 7, 2023

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

This position provides executive level, confidential management and administrative support to the Office of the President. The position requires a broad and extensive knowledge of the organization and operation of the University. The position will sometimes accompany the President to stakeholder engagements as required in order to record discussions and action items derived from these engagements. It will also support administrative duties required in the President’s Office.

Organizational Status

Reports to the Manager Administration. This position will take direction from the President, the Executive Director and the Manager Administration, dependent upon the nature of the work to be completed. Works closely with all staff in the Office of the President to support plan, manage, deliver and finalize action items.

Work Performed
- Receives briefings from the Manager Administration pertaining to the President's engagements for the day and the week.
- Reviews all briefings and speaking notes and ensures all the information are correct as well as ensuring alignment and consistency in messaging.
- Accompanies the President to engagements when required, and briefs the President on the engagements referencing briefing and speaking notes prepared for the President beforehand.
- During the meetings, the Engagement Assistant may be required to record the President's discussions with the stakeholders (as appropriate) and will note all action items that require follow up.
- Consults with the Executive Director and the President’s administrative team to determine appropriate courses of action; and works closely with the President's administrative team to manage and follow up on action items while ensuring timely and appropriate responses to the stakeholder.
- Plans and develops travel itineraries alongside the Executive Coordinator to the President, in consultation with other Executive offices that support the President's engagement with external stakeholders.
- Manages meetings and events organized by the President’s Office, including liaising with vendors, overseeing catering requirements and ensuring AV needs are met
- Supports the Manager Administration and the Executive Coordinator with managing the calendar of the President and the Executive Director, as required.
- Manages special projects as assigned. This includes drafting project plans, scope and timelines for a variety of projects and initiatives in the Office of the President
- Provides coverage and assistance to the other administrative positions within the President’s Office
- Performs other related duties as required.

Supervision Received

Works independently under the direction of the President, the Executive Director and the Manager Administration. Reports to the Manager Administration.

Supervision Given

From time to time, may supervise staff and students in the President's Office.

Consequence of Error/Judgement

This position requires good judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with the internal or external constituents could have negative impact on the Office of the President and the University, resulting in legal suits, poor public relations, financial costs, or loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise good independent judgment. Must demonstrate exceptional public relations and interpersonal skills in dealing with the high profile members of the university community, alumni, students, staff and faculty, members of senior administration, and members of the government. Inappropriate or errant communication of sensitive issues coul

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