Executive Assistant

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 3

Job Title

Executive Assistant

Department

Administration | Equity and Inclusion Office

Compensation Range

$3,911.33 - $4,780.42 CAD Monthly

Posting End Date

June 1, 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

The Equity & Inclusion Office is committed to ensuring that UBC is a community in which human rights are respected and equity, diversity and inclusion are integral to university life. Through its leadership, vision and collaborative action, the Equity & Inclusion Office will further UBC's commitment to justice, equity and mutual respect.

This position provides confidential and complex administrative support to the Associate Vice President (AVP) and Directors of the Equity & Inclusion Office (EIO) and assists with strategic activities as identified. This includes the coordination of information flow, office communications, assessment of incoming communications, requests and invitations including prioritization for action, complex scheduling, logistics for events and workshops, and project coordination.

The EA has significant interaction with members of the UBC community - including faculty, students, staff, and senior administrators - and may be the primary contact for the EIO in some of these relationships. The EA must be able to foster and facilitate professional, kind and effective working relationships with all stakeholders.

The position handles confidential and sensitive matters relating to the implementation of the University's commitment to equity, inclusion, conflict engagement, intercultural understanding, mutual respect, and increasing awareness of these values in the student, staff and faculty experience. An understanding and keen interest in learning about equity and inclusion issues is essential in this role.

Organizational Status

The EA reports to the Administrative Manager (AM) and is a member of the administrative team. The EA will liaise with other members of the administrative team to support strategic and administrative priorities across the portfolios.

Work Performed

AVP and Director's Executive Assistant Support:
- Effectively and strategically coordinates, schedules, confirms and optimizes the utilization of time for the AVP and Directors.- Resolves complex and non-complex issues and requests for routine and non-routine meetings.- Evaluates the urgency and priority of items and requests as they come to the AVP and handles them as appropriate.- Negotiates and resolves scheduling conflicts.- Strategically manages and prioritizes professional commitments, exercising judgment in reviewing protocols for scheduled events and project priorities.- Acts as a liaison between the AVP/Directors and senior university officials and their assistants.- Composes complex and confidential correspondence from drafts or verbal direction.- Provides thorough briefing notes and appropriate documentation for all meetings or engagements. Arranges for audio-visual support as needed.- Attends meetings as necessary, takes notes and tracks key decisions and action items.- Ensures materials are prepared, including briefing notes, agendas, and speaking notes in advance of meetings and events.- Supports daily communication, acts on behalf of the AVP and Directors to move issues forward and to provide follow-up.- Manages critical timelines and deadlines and ensures that tasks are completed within the specified timeframe.- Responsible for the overall management - including development, delivery, and implementation of special projects as entrusted to them by the AVP and Directors.- Provides high-level document skills, including editing, formatting and proofreading of documents.

Committee Coordination:
- Facilitates the smooth operation in relation to the ongoing work of committees associated with the AVP and the Equity & Inclusion Office through scheduling, venue booking, logístical support, distribution of materials, and maintaining communication with members of the committee.- Attends meetings as necessary, keeps agendas and minutes, tracks key decisions and action items and ensures follow-up actions are completed.

Administrative Coordination:
- Works with the Administrative Manager to perform financial and administrative transactions.- Processes AVP/Directors expenses using Workday; tracks expenses and resolves errors.- Responsible for organizing the complex and non-complex travel arrangements for AVP/Directors.- Works

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