Staff - Non Union Job Category M&P; - Excluded M&P; Job Profile XMP - Administration, Level A Job Title Executive Assistant Department Leadership | Facilities Compensation Range $6,143.67 - $8,830.25 CAD Monthly Current, the AVP Facilities has assumed the role of Chief Campus Operations Officer (CCOO) pro tem. 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. Reports to the AVP Facilities.

This position supports the work of the AVP Facilities and their team. Responsible for the overall management of the office of the AVP Facilities. Provides confidential administrative leadership and guidance supporting the AVP Facilities, including strategically managing time and commitments.

Drafts, reviews, and edits the Board of Governors and Executive meeting materials provided by the AVP Facilities and Leadership, and coordinates with the President’s Office, and the Board Secretariat to ensures deadlines are met. Develops, implements and maintains departmental policies and procedures for the Office of the AVP Facilities. Responsible for tracking the strategic plan goals of the Office and ensuring goals and deadlines are met.

Manages the budget of the Office of the AVP Facilities. Manages special projects, including development, coordination, delivery, and implementation, as assigned. Ensures effective administrative processes, systems, and procedures, including document management, records handling, and internal workflow processes, and identifies opportunities to improve efficiency, implement administrative best practices, and streamline operations.

Initiates and leads projects with other members of the VPFO Administration team to improve the VPFO and/or UBC processes. Researches background material and analyzes and summarizes data for projects, reports,



presentations and correspondence. May provide confidential assistance to other senior leaders by managing their calendar and coordinating confidential documents requiring their signature, as required.

Oversees office moves, repairs, renovations and office furnishings. Oversees office equipment, records management, security, building maintenance and service contracts. Researches, negotiates and finalizes agreements, leases or purchases (office equipment, furniture etc.).

Identifies and recommends more effective ways to utilize space Drafts confidential communications on behalf of the AVP Facilities in collaboration with the department Communications Manager. Manages, plans and co-ordinates events, committee meetings, training sessions, and workshops. Facilitates the transition of the department to new online systems through change management activities and training Schedules, runs and/or facilitates trainings for Facilities staff, as required.

Participates in the implementation of all communication strategy in collaboration with the department Communications Manager. Coordinates items requiring approval and/or signature by the AVP Facilities. Ensures urgent matters are brought to the attention of the AVP as soon as possible.

Works closely with the other assistants of the portfolio on diverse projects as required. Acts as a primary contact for members of the Office of the AVP Facilities and builds relationships with other administrators and executive assistants in the university.



Errors in judgement with internal or external constituents could have a negative impact on the AVP Facilities portfolio and the University resulting in legal suits, poor public relations, financial costs, and loss of credibility.

Supervision Received Supervision Received The role reports to the AVP Facilities.

Supervision Given

No formal supervision given but may supervise temporary staff from time to time. Undergraduate degree in a relevant discipline. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience.

Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to effectively use MS Office at an intermediate level.

Experience with responsibly using current tools and technology to support administration, workflow automation or other business processes. Ability to communicate effectively verbally and in writing. Ability to explain, assign, and monitor work of search consultants. online information sources, manuals, expert sources).

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Equity and diversity are essential to academic excellence.

An open and diverse community f...however Canadians and permanent residents will be given priority.

📌 Executive Administrative Assistant Needed Immediately (Vancouver)
🏢 The University of British Columbia
📍 Vancouver