Executive Administrative Assistant, Human Resources

University of British Columbia • Kelowna, BC

1d • CA$4,483 - CA$5,470

About The Position

This position provides confidential administrative and operational support to the Human Resources department. The role supports a broad range of HR functions, programs, and initiatives while providing high-level administrative support to department leaders and the HR team. This position serves as a key resource for employees, managers, and stakeholders, helping to coordinate HR operations, maintain records and systems, support events and programs, and ensure the efficient delivery of administrative services for the human resources office.

Requirements

• High school graduation, plus 2 years of post-secondary education, plus 4 years of related experience; or the 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

Nice To Haves

• Demonstrated administrative experience in a Human Resources, post-secondary, public sector or professional office environment.
• Experience supporting multiple stakeholders and coordinating a variety of activities and projects is preferred.
• Excellent organizational, planning, and coordination skills.
• Ability to handle highly confidential information with discretion and professionalism.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Strong customer service and relationship-building skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to manage multiple priorities and meet deadlines in a fast-paced setting.
• Proficiency with Microsoft Office Suite and other administrative systems and technology tools.
• Sound judgment, problem-solving skills, and initiative.

Responsibilities

• Provides administrative support across a variety of Human Resources programs and services.
• Maintains accurate and confidential employee and departmental records.
• Responds to inquiries from employees, managers, and external stakeholders, providing information and directing requests as appropriate.
• Supports HR processes related to onboarding, leaves, accommodations, return to work, wellness initiatives, employee relations, talent programs, and other departmental activities.
• Assists with data collection, tracking, reporting, and analysis of HR activities and trends.
• Prepares reports, correspondence, presentations, and other documents.
• Supports the administration of HR systems and databases, ensuring information is accurate and up to date.
• Assists with departmental communications, resource materials, and employee information.
• Provides confidential administrative support to HR leaders.
• Coordinates calendars, meetings, appointments, and travel arrangements.
• Prepares agendas, briefing materials, reports, and presentations.
• Tracks action items, deadlines, and priorities.
• Coordinates expense processing and other administrative transactions.
• Liaises with internal and external stakeholders on behalf of HR leadership.
• Supports the planning and administration of employee programs, recognition initiatives, wellbeing programs and initiatives, professional development activities, onboarding programs, and engagement events.
• Coordinates event logistics, registrations, communications, venues, and materials.
• Assists with the development and distribution of promotional and informational materials.
• Maintains records and documentation related to departmental programs and initiatives.
• Serves as a primary point of contact for the HR office.
• Coordinates meetings, workshops, committees, and special projects.
• Maintains departmental filing systems, websites, records, and shared resources.
• Manages office supplies, equipment, and workspace needs.
• Supports onboarding and orientation activities for new employees.
• Assists with information requests, documentation, and administrative processes.
• Identifies opportunities to improve administrative procedures and support efficient office operations.
• Coordinates and processes bill payments for the department.
• Performs other duties as required.

Benefits

• The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.
• Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
• New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.
• Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
• We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.
• All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
• If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree