Executive Assistant to the Vice-President Finance and Operations

Job SummaryThe Executive Assistant provides executive support to the Vice-President, Finance & Operations, and the delivery of their strategic and operational priorities. The role is responsible for ensuring the effective management of information flow, decision support, and executive communications within a highly dynamic environment.This position handles confidential and sensitive matters relating to the VPFO portfolio. A clear understanding of the VPFO portfolio, the UBC and VPFO strategic plan, and related working on Board of Governors documents is critical to effectively support the VP Finance and Operations.The Executive Assistant to the VP is the primary contact for the Office of the VP Finance & Operations portfolio, liaising with the University community, including the Office of the President, the offices of UBC Vice-Presidents, Faculties, and external contacts to the University, including but not limited to government, major donors, and other Universities. The Executive Assistant must be able to foster effective working relationships with the Sr. Leaders in the reporting units within the portfolio of the VPFO and the University community. The position is a first point of contact for senior leaders external to the organization and must be able to handle complex and stressful situations with tact, efficiency, and poise.ORGANIZATIONAL STATUSReports directly to the Vice-President, Finance & Operations.The position liaises with the Office of the President, the UBC Board of Governors, University Vice-Presidents, and the Senior Leadership Team and their staff within the VPFO portfolio.WORK PERFORMEDExecutive Office LeadershipProvides overall management of the Vice-President, Finance & Operations office, ensuring that information, requests, and decision points flow efficiently and appropriately.Applies sound judgment to triage complex issues, determine priorities, and ensure the Vice-President is informed, prepared, and well-positioned for effective decision-making.Oversees the work of the administrative assistant and ensures high-quality support for scheduling, travel, meeting coordination, and general administrative logistics.Leads and coordinates a range of administrative projects and initiatives for the Office of the Vice-President, Finance & Operations, ensuring effective planning, execution, and follow-through to support the efficient administration of the office and alignment with VPFO priorities.Supports the Vice-President in the management and oversight of the VP, FO Office budget, monitoring expenditures, tracking variances, and preparing summaries and briefing materials to support informed decision-making.Board and Committee SubmissionsLeads the development, review, and submission of all Board of Governors and Board committee materials originating from the VPFO portfolio.Ensures submissions meet institutional requirements, reflect the Vice-President’s direction, and are delivered within established deadlines.Liaises directly with the Board Secretariat and President’s Office to manage timelines, approvals, and follow-up actions.Information and Communications ManagementManages executive communications on behalf of the Vice-President, including developing briefing materials, correspondence, presentations, and statements.Ensures clarity, consistency, and professionalism in all documents and communications issued from the VP Finance & Operations.Exercises discretion in handling sensitive information and advises on communication strategies related to confidential or high-impact issues.Serve as an information resource and source of advice, on behalf of the VP, FO, for offices and individuals across the University.Executive Team CoordinationLeads and manages VPFO portfolio executive team meetings, including agenda development, briefing preparation, meeting logistics, minute taking (where appropriate), and tracking of action items.Coordinates cross-portfolio initiatives, ensuring alignment of priorities and timely progress on commitments.Operational Oversight & Process ImprovementEnsures effective administrative processes, systems, and procedures for the VPFO portfolio, including document management, records handling, and internal workflow processes.Identifies opportunities to improve efficiency, implement administrative best practices, and streamline operations.Provides leadership in issue management, problem solving, and project coordination on behalf of the Vice-President.Strategic and Special ProjectsSupports strategic initiatives and projects assigned by the Vice-President, including emerging issues requiring research, analysis, consultation, and preparation of briefing notes or recommendations.Represents the VPFO portfolio at internal meetings and engagements, as delegated.Performs other duties as required to support the Vice-VPFO portfolio.CONSEQUENCE OF ERRORThis position requires judgment, tact, discretion, and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have a negative impact on the VP Office and the University, resulting in legal suits, poor public relations, financial costs, and loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment and flexibility. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high-profile members, and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University, faculty, and staff guidelines, procedures, and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes if deemed appropriate.SUPERVISION RECEIVEDThis position works independently under the direction of the VP, Finance & Operations. May receive direction from the UBC Board of Governors, the President's Office, and senior team members.SUPERVISION GIVENThis position supervises an administrative assistant and provides input and guidance to ensure functional alignment for the VP Finance & Operations portfolio.QUALIFICATIONSMinimum QualificationsWillingness 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.Undergraduate degree in a relevant discipline, or equivalent related experience. A minimum of 5 years of administrative and management experience working at a senior executive level, or the equivalent combination of education and experience.Preferred QualificationsProven administrative experience in a large and complex organization.Knowledge of University policies, procedures, governance, and administrative systems preferred.Taking initiative by being proactive and cognizant of conflicting priorities with the ability to advise and direct resolutions. Proven ability to supervise, take initiative, and problem solve.Effective organizational, planning, and analytical skills.Proficient in the use of English grammar, spelling, and punctuation, and professional terminology, including the ability to compose correspondence and other written materials using clear and concise language.Ability to effectively facilitate groups to achieve appropriate outcomes.Proven ability to communicate with confidence professionally and tactfully, both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.Ability to work independently and cooperatively both within the UBC community and with external stakeholders. Ability to effectively manage multiple tasks and priorities.Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.Experience in managing projects that involve a variety of stakeholders.Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact, discretion and diplomacy.