Executive Assistant to the VPFO Senior Leadership

University of British Columbia • Vancouver, BC

2d • CA$5,791 - CA$8,323 • Onsite

About The Position

An Executive Assistant in the VPFO provides high-level strategic and confidential executive support for the delivery of the assigned executives’ strategic and operational priorities. This role is responsible for managing the executives' time, commitments, and communications with discretion and professionalism. The incumbent leads administrative initiatives that enhance organizational effectiveness by ensuring the smooth operation of the workday and office, coordinating with internal and external stakeholders, and supporting strategic initiatives and projects. The position requires a deep understanding of the VPFO portfolio, UBC’s strategic plan, and processes related to senior University leadership and governance. The EA provides coverage across broader VPFO operations and the Executive Assistant team, including backup support for other executives during vacation absences and assistance with time‑limited projects. The role manages highly confidential matters, fosters effective relationships across the University, ensures adherence to policies and processes, and contributes to senior‑level reporting, planning, and cross‑functional coordination.

Requirements

• Undergraduate degree in a relevant discipline
• Minimum of 2 years of experience in executive administration, ideally in a large, complex organization or higher education.

Nice To Haves

• Superior written and verbal communication skills, including being highly proficient in the use of English grammar, spelling, and punctuation to compose correspondence and other written materials using clear and concise language, and strong active listening skills.
• Demonstrated expertise in maintaining a high level of accuracy, attention to detail, and organizational, planning, and analytical skills.
• Proven ability to handle sensitive and confidential information with discretion and sound judgment, including making thoughtful, informed, and thorough decisions on complex issues.
• Ability to effectively manage multiple tasks and priorities, work with frequent interruptions, shifting priorities, and meet deadlines under pressure.
• Knowledge of UBC policies, systems (such as Workday), and governance structures is an asset.
• Effective organizational, planning, and analytical skills
• Proficiency in Microsoft Office (Excel, Word, PowerPoint), Outlook, MS Co-Pilot, SmartSheet, and project management tools, as applicable.
• Proven ability to effectively collaborate with others (such as peers, service departments, relevant stakeholders, both internal and external) as well as facilitate discussions in small groups to achieve desired outcomes
• Strong analytical skills, including the ability to review, analyze, and synthesize complex information into clear summaries and reports.
• Strong interpersonal skills and ability to build relationships across all levels of the institution, interacting in a courteous, calm, and professional manner, and working effectively both independently and as part of a team.
• Proven ability to manage appointment calendars, schedule meetings effectively, and politely screen calls, direct inquiries, and take accurate messages.
• Ability to respond professionally and appropriately to inquiries in person, by phone, and in writing, and make appropriate referrals.
• Strong analytical and problem-solving skills, including reviewing, analyzing, and synthesizing complex information into clear summaries and reports, identifying key issues, and implementing effective resolutions.
• Ability to assess the nature and urgency of inquiries and issues, triage appropriately, and respond to contentious or politically sensitive issues with tact and discretion.
• Ability to locate and obtain required information using a variety of methods, including online resources, manuals, and expert sources.
• Demonstrated commitment to maintaining organized, well‑managed, and clean shared spaces to support a safe and efficient work environment.

Responsibilities

• Provides confidential, executive-level administrative leadership in support of the VPFO Senior Leadership team, including strategic management of executives’ calendars, time, and commitments by prioritizing based on urgency and organizational goals, and coordinating meetings, agendas, and events across complex and sensitive matters.
• Exercises sound judgment in handling confidential matters, routing requests appropriately, and escalating urgent issues as needed.
• Reviews and drafts responses to complex correspondence, including researching, compiling, analyzing, and writing briefs, reports, and other materials.
• Manages, plans, and coordinates special and social events, meetings, training sessions, strategic planning meetings, and workshops, and supports events run by the VPFO units as required.
• Strategically manage the calendar, prioritizing meetings and commitments of the executive based on urgency and organizational priorities.
• Prepare, edit, and review emails, correspondence, reports, meeting materials, briefing notes, and presentation decks.
• Reviews, drafts, and edits executive meeting materials provided by the VPFO Senior Leaders, as required.
• Contributes to agenda content, pre-meeting discussions, briefing papers, and presentations as required.
• Liaise and act as a resource for senior administrators across UBC and external stakeholders on behalf of the senior leader.
• Maintain oversight of communications and ensure urgent matters are escalated appropriately.
• Coordinate approvals and signatures and manage confidential records.
• Exercised delegated authority over executive travel and external event planning, overseeing complex engagements to ensure continuity, compliance, and executive readiness.
• Lead or coordinate division or VPFO-wide projects of significant complexity and sensitivity.
• Manage interdepartmental collaboration, ensuring projects align with UBC policies and strategic objectives.
• Plans, coordinates, and executes a range of meetings and events, including strategic planning sessions, training, workshops, and special events.
• Analyze workflows and business processes to identify efficiencies and recommend improvements.
• Facilitates and supports the implementation of changes, including new systems and administrative processes.
• Support onboarding and offboarding of direct reports of the executive
• Coordinate Board of Governors submissions and Executive Meeting materials
• Oversees executive office operations, including vendor and contract administration, financial documentation, records governance, facilities coordination, building access, and stewardship of office resources.
• Develops, implements, and maintains operational policies, procedures, and governance practices in support of executive functions and overall departmental effectiveness.
• Identify and coordinate appropriate responses to operational issues by engaging relevant internal service partners, ensuring minimal disruption to executive operations.
• Manages financial administration for the department, including participating in strategic budget and financial planning of the administrative budget.
• Manages or leads a number of confidential projects of considerable size, sensitivity, diversity, complexity, and risk, and assumes responsibility for their successful completion.
• Responsible for reporting either for individual projects or in aggregate, on the scope, schedule, resources, metrics, and financial status.
• Leads the development and implementation of project plans for key strategic projects
• Initiates and manages projects with the leadership and/or management team on project management methodology, including but not limited to gathering data, conducting research, and defining project requirements, developing project scope, charters, plans, budgets and schedules, identifying staffing requirements, forming project teams, and supporting cross-functional work and project management processes between portfolios, to ensure successful project delivery
• Ensures timely execution of projects, current, planned, and/or adjusted execution of project plans.
• Supports the decision-making process regarding the management of financial resources for projects.
• Leads and maximizes opportunities for strategic integration across departments, faculty, and the university.
• Serves as backup coverage for other EAs within the VPFO portfolio, as required
• Provides guidance and mentorship to new administrative staff and contributes to continuous improvement and sharing of administrative best practices across the VPFO.
• Maintains awareness of key departmental initiatives across the VPFO to ensure seamless support and coverage.

Benefits

• 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 hire, transfer or promote between the minimum and midpoint of the salary range for a job.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive