Job Title Executive Assistant, External Relations

Job Category M&P; - Excluded M&P;

Job Profile XMP - Administration, Level B

Job Family Group Staff - Non Union

Department VP | Executive Leadership | External Relations

Compensation Range $7,158.42 - $10,292.25 CAD Monthly

Job End Date Ongoing

Posting End Date November 22, 2026

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

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

This position provides executive level, confidential management and administrative support to the Vice President, External Relations (VP, ER). The position serves as the liaison with the Office of the President, the offices of other Vice Presidents and other senior administrators at the University, in addition to liaising with constituents external to the University, including senior officials from all levels of government, educational institutions, civil societies, corporate offices, and overseas organizations.

The position is responsible for the effective and efficient management and operation of the office as well as the overall workflow for the Vice President's day-to-day affairs. This position is also responsible for the completion of a variety of projects related to the efficient administration and organization of the VP, ER Office. This position handles matters of a highly confidential and sensitive nature, including government relations,



institutional partnerships, public and donor engagement, and executive-level communications.

The incumbent must have a deep understanding of the strategic goals of the External Relations portfolio and ensure that all administrative and operational functions are aligned with these priorities. The role requires strategic judgment, excellent communication skills, and the ability to navigate a complex and dynamic environment with competing priorities. The incumbent is expected to independently manage projects and ensure the timely flow of information and documentation to and from the office.

This position supports the institutional reputation and outreach efforts of the University, and the incumbent must maintain the highest standards of professionalism, discretion, and responsiveness.

Organizational Status

- Reports directly to the Vice-President, External Relations.
- Interacts with units reporting to the President and other Vice Presidents.

Work Performed

- Manages the work flow in the office including review and monitor of all incoming communications (e.g. telephone calls, mails and electronic mails) to the Vice President
- Acts on communications or redirects communications as appropriate
- Works with AVPs/unit Directors or other UBC offices in responding to enquiries
- Strategically manages the Vice President's qualified time; advising of meetings,



events and speaking engagements
- Reviews protocol for scheduled events
- Coordinates calendar with other offices as appropriate in light of Vice President's personal responsibilities
- Identifies and recommends potential opportunities to promote open and transparent communications
- Performs research and analysis on specific issues, as required, and prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature
- Gathers materials, conducts research, analysis and drafting for meetings, functions, correspondence and speaking engagements
- Prepares agendas and meeting materials for Vice President's meetings
- Liaises with internal and external offices and speech coordinators regarding speaking engagements; ensures all drafts are produced and reviewed in a timely manner
- Ensures appropriate travel arrangements
- Coordinates, supervises and completes special projects, as appropriate
- Develops appropriate policies and procedures for the efficient operation of the Vice President's office
- Manages office budget, monitoring expenditures, recommending strategies for financial efficiencies
- Provides leadership in problem solving, project planning and management, and development and execution of identified goals, priorities and objectives
- Researches, prioritizes, determines appropriate course of action, referral, and/or response, follows up on multiple incoming issues and concerns identified by the Vice President including those of a sensitive and/or confidential nature
- Provides research and prepares required analyses, reports and briefing notes for senior administrative or universit

📌 Executive Assistant, External Relations (Cariboo)
🏢 UBC
📍 Cariboo