Executive Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Executive Assistant

Department

PIMS Administrative Support | Pacific Institute for the Mathematical Sciences | Faculty of Science

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

March 15, 2023

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

Job End Date

Mar 31, 2027

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 Executive Assistant at the Pacific Institute for the Mathematical Sciences (PIMS) will provide administrative support to the PIMS Director and two Co-Directors, exercising tact, discretion and strict confidentiality at all times. You will be required to maintain all organizational and strategic correspondence, including governances, bylaws, Board Executive Committee minutes, etc. and implement a comprehensive tracking system to ensure a complete historical record is available.

Organizational Status

This position reports to the Chief Operations Officer. The position receives direction from the PIMS Director and two Co-Directors, as well as the Chief Operations Officer.

Work Performed
- Serves as the primary point of contact for internal and external parties on matters pertaining to the PIMS Director. As this position represents the Director and the Institute, a high degree of professionalism is required at all times.
- Provides secretarial support to PIMS Director including scheduling meetings, taking minutes, arranging comprehensive travel plans and itineraries.
- Provides targeted secretarial support to Co-Directors.
- Serves as primary staff liaison between the PIMS Board of Directors and the Director and Co-Directors.
- Plans PIMS Board Meetings (including room bookings, AV set-up, catering, etc. ). Coordinates the preparation of presentations, reports, and other documents, ensuring accuracy and completeness of information. Attends meeting to oversee arrangements. As some of these meetings are out of town, travel will be required.

Supports the Director in the management of projects including conducting research as requested, tracking progress, ensuring deadlines are met and following up on action items.
- Based on information provided by the Director, the position will be responsible for preparing and processing contractual agreements with internal and external stakeholders, and amendments to organizational governances and bylaws.
- As part of the administrative team, this position will assist with the everyday operation of the unit, performing functions necessary to carry on business. Serves as receptionist. General office management: order supplies; handle plant-op requests; maintain cleanliness of kitchen area.
- Manages office space at PIMS for postdoctoral fellows, graduate students, visitors, and collaborative research group members.
- Coordinates volunteers and oversees event logistics for certain designated events.
- Prepares routine social gathering events such as PIMS Tea.
- Performs other duties related to the qualifications and requirements of the position.

Consequence of Error/Judgement

Judgement is required to be exercised in prioritizing time, planning in advance for events and dealing with visitors in an appropriate manner. A high level of discretion and strict confidentiality is expected. Position is required to made decisions within established guidelines. Errors in judgement could have a significant impact on the reputation and integrity of PIMS.

Supervision Received

Work is performed independently under the broad supervision of the Chief Operations Officer. Work may be reviewed by the person who assigned it (Director, Co-Directors, Chief Operations Officer).

Supervision Given

None

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 office procedures. Ability to operate a complete range of office equipment. Advanced organizational and time management skills. Demonstrated ability to effectively interact with all levels of personnel, both internally and externally, in a professional and positive manner. Demonstrated ability to exercise discretion and strict confidentiality at all times. Knowledge of project/event management procedures and prac

  • Executive Assistant

    6 days ago

    Vancouver, Canada Aquilini Group Full time

    **Position**:Executive Assistant **Department**:Aquilini Executive Office **SUMMARY**: The Executive Assistant will provide professional level support to a Senior Executive at the Aquilini Group. The incumbent plans, organizes and coordinates a wide range of executive support and project management functions, ensuring efficient and smooth business...

  • Executive Assistant

    3 weeks ago

    Vancouver, British Columbia, Canada Eminence Organic Skin Care Full time

    Executive Assistant (15-month contract)Location: 530 West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am – 4:30pm PSTThis position is required to be onsite 5 days a week.Role SummaryAs the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team. You will help to ensure the...

  • Executive Assistant

    4 weeks ago

    Vancouver, British Columbia, Canada TEEMA Full time

    Job Title: Executive Assistant Job ID: FE Location: Vancouver, BC Overview:Reporting to the Executive Director- Legal, the incumbent is responsible for providing administrative support to the Executive Director, Legal and Procurement business units. What you will be doing:Working with minimal direction and exercising strong initiative, judgment and...

  • Executive Assistant

    4 weeks ago

    Vancouver, British Columbia, Canada Eminence Organic Skin Care Full time

    Executive Assistant (15-month contract)Location: 530 West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am - 4:30pm PSTThis position is required to be onsite 5 days a week.Role SummaryAs the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team. You will help to ensure the...

  • Executive Assistant

    7 days ago

    Vancouver, British Columbia, Canada Eminence Organic Skin Care Full time

    Executive Assistant (15-month contract)Location: 530 West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am – 4:30pm PSTThis position is required to be onsite 5 days a week.Role SummaryAs the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team. You will help to ensure the...

  • Executive Assistant

    4 weeks ago

    Vancouver, Canada Tri-Proto International Capital & Trade Full time

    Job description **Responsibilities**: - Coordinate executive communications, including composing, preparing, and reviewing correspondence - Draft internal and external letters, documents, reports, and proposals - Attend meetings and take meeting minutes - Assist the executives in developing annual business plans and strategic plans and overseeing...

  • Executive Assistant

    3 days ago

    Vancouver, Canada Tri-Proto International Capital & Trade Full time

    Job description **Responsibilities**: - Coordinate executive communications, including composing, preparing, and reviewing correspondence - Draft internal and external letters, documents, reports, and proposals - Attend meetings and take meeting minutes - Assist the executives in developing annual business plans and strategic plans and overseeing...

  • Executive Assistant

    6 days ago

    Vancouver, Canada Canadian Society of Breast Imaging Full time

    Reporting to the Executive Director (ED), the Executive Assistant (EA) will provide administrative support to CSBI's programs, expansion, and execution of its mission. **Responsibilities**: - Assists the Executive Director in setting up meetings and taking minutes for the Board of Directors meetings and CSBI’s Working Groups. - Ensure ongoing...

  • Executive Assistant

    4 weeks ago

    Vancouver, Canada 8bit Full time

    **About Us**: We connect people face-to-face with brand stories in order to create authenticity and establish long-term relationships that then translates to measurable results. Whether your brand is growing, unveiling, or transforming, we’ll deliver a mic drop moment that makes people care enough to talk about it. **What are we looking for?** We are...

  • Executive Assistant

    7 days ago

    Vancouver, Canada Altis Recruitment Full time

    Job Description Our client is looking for an Executive Assistant that will support the Chief Executive Officer. This is a dynamic role that will involve both Executive and Assistant duties. The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks and will be able to work independently with little or no...

  • Executive Assistant

    3 weeks ago

    Vancouver, Canada Victoria Netwitt Full time

    Victoria Newitt Recruitment  has been retained by our 'Client'  to search for an Executive Assistant .   We are looking for an enthusiastic individual to provide effective and pro-active executive assistance to the Executive Vice President & COO. The ideal candidate will be experienced in handling a wide range of administrative and executive support...

  • Executive Assistant

    5 days ago

    Vancouver, Canada Wind Sun Sky Entertainment Full time

    Wind Sun Sky Entertainment is looking for an Executive Assistant working out of our Vancouver office. We are looking for an energetic team player who can help keep things on track and running smoothly. As the Executive Assistant, you will work with various executives to coordinate meetings, maintain tracking tools, and update studio materials. You will work...

  • Executive Assistant

    4 weeks ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 5 (Gr8) Job Title Executive Assistant Department Administration | School of Population and Public Health | Faculty of Medicine Compensation Range $4,137.00 - $4,456.00 CAD Monthly Posting End Date May 1, 2023 Note: Applications will be accepted until...

  • Executive Assistant

    4 weeks ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 5 (Gr8) Job Title Executive Assistant Department Administration | School of Population and Public Health | Faculty of Medicine Compensation Range $4,601.00 - $4,953.00 CAD Monthly Posting End Date June 26, 2023 Note: Applications will be accepted until...

  • Executive Assistant, Executive Education

    2 weeks ago

    Vancouver, British Columbia, Canada UBC Full time

    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, 2024Note: Applications will be accepted until 11:59 PM on the...

  • Executive Assistant

    1 week ago

    Vancouver, Canada Altis Recruitment Full time

    Job Description Our client is looking for an Executive Assistant that will support the Chief Executive Officer. This is a dynamic role that will involve both Executive and Assistant duties. The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks and will be able to work independently with little or no...

  • Executive Assistant

    7 days ago

    Vancouver, Canada Altis Recruitment Full time

    Job Description Our client is looking for an Executive Assistant that will support the Chief Executive Officer. This is a dynamic role that will involve both Executive and Assistant duties. The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks and will be able to work independently with little or no...

  • Executive Assistant

    6 days ago

    Vancouver, Canada Dassault Systèmes Full time

    **Imagine new horizons** **Do you enjoy a challenge? At Dassault Systèmes, we empower our employees and support their passion to change the world and create the future! Shape your career with 3DS!**: **The challenges ahead**: We are seeking to recruit an Executive Administrative Assistant for a one-year contract position. The Executive Assistant will be...

  • Executive Assistant

    3 days ago

    Vancouver, Canada HRA Group Holdings Ltd. Full time

    **The Role - Senior Executive Assistant** **Job Brief** Your role needs to be much more than able to tackle basic administrative tasks. We are looking for someone to be an executive’s “right-hand person” who enables them to advance company initiatives and goals. You will attend to the day-to-day functions that are part of the executive’s role so...

  • Executive Assistant

    4 weeks ago

    Vancouver, Canada Gore Mutual Insurance Co Full time

    **Responsibilities**: - Preparing financial statements, reports, memos, invoices letters, and other documents. - Answering phones and routing calls to the correct person or taking messages. - Handling basic bookkeeping tasks. - Filing and retrieving corporate records, documents, and reports. - Researching and conducting data to prepare documents for review...