Executive Assistant

Job title:

Executive Assistant

Company

University of British Columbia

Job description

Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Administrative Support 4 (Gr8)Job Title Executive AssistantDepartment Administrative Support | School of Public Policy and Global AffairsCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date March 25, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateJob Description SummaryThe School of Public Policy and Global Affairs (SPPGA) is a leading centre for innovation in governance and global public policy. The School is home to the Liu Institute for Global Issues, the Centre for the Study of Democratic Institutions (CSDI), the Office of Regional and International Community Engagement (ORICE), the Pacific Affairs journal, and the Institute of Asian Research (IAR) which includes 5 distinct research centres focusing on Southeast Asia, India and South Asia, China, Korea, and Japan. With a university-wide mandate, the school offers a wide range of programming for students at all levels, faculty, staff, and the community to engage in.SPPGA’s flagship academic program, the Master of Public Policy and Global Affairs (MPPGA), is a rigorous professional global public policy program with particular expertise in Asia Pacific and sustainability policy. The School also provides program management, student advising, and administrative support for faculty research, special projects and initiatives, and hosts many high-profile events annually.The Executive Assistant provides wide-ranging, high-level executive support to the Director, SPPGA, and general administrative support to the Assistant Director, SPPGA. The incumbent of this position works on special tasks and projects that support School-wide strategic initiatives including but not limited to event organization, coordinating schedules, drafting correspondence, engaging with stakeholders, research and analysis, and report writing. The incumbent also coordinates and oversees the progress of faculty human resource procedures, such as promotion and tenure, merit processes, annual reporting, and the recruitment of new faculty members.Organizational StatusReports to the Manager, Administration. Will regularly be assigned work by Director, SPPGA and Assistant Director, SPPGA, and regularly works closely with other staff as a member of the SPPGA Administration Team.Work PerformedLeadership Support

• Provides day-to-day senior-level administrative support to the Director, SPPGA.
• Plans, coordinates, and maintains the Director’s schedule, including local, national, and international meetings and engagements.
• Supports the Director by apprising them of their daily responsibilities, including meeting preparation, research and briefing, upcoming deadlines and reminders, and attends meetings for note-taking when required.
• Coordinates travel, accommodation, and itineraries for an intensive and complex travel schedule, including liaising with multiple internal units and partners around the globe. Organizes all trip materials, including itineraries, speaking notes and briefing notes.
• Responds to confidential and complex enquiries regarding policies and procedures of the SPPGA, and handles requests from external stakeholders with tact and sound judgement.
• Communicates and responds to emails, written communication and phone calls on behalf of the Director.
• Acts as reception and liaison for high-profile visitors and stakeholders; maintains appropriate and professional interactions and communications with all visitors, including tending to all necessary preparations for such visits (room/equipment set-up, catering, etc.) and contributes to the positive stewardship of key relationships.
• Anticipates information needs and compiles reports; organizes appropriate materials for meetings, conferences, appointments or interviews.
• Assists in the preparation of speaking notes and briefings for donor meetings, government meetings, speaking engagements, and fundraising events.
• Tracks financial transactions relevant to the Director’s work, monitoring transactions and providing regular summary expenditure reports. Completes travel claims and other reimbursement of expenses.

Administrative Support

• Coordinates and supports School leadership to develop operational policies and procedures. Engages relevant stakeholders, conducts research, and drafts and revises internal policy and procedure documents.
• Schedules, organizes, and attends meetings and special events for the School. Books rooms, arranges catering, prepares and circulates agendas, drafts and tracks invitations, ensures quorum, takes detailed and concise minutes, prepares reports and presentation materials.
• Works closely with the Manager, Events and Program Development and Events team to support School events through planning, organization, and day-of assistance, as required.
• Schedules and organizes travel and accommodation for external stakeholders, when required.
• Assists the Assistant Director, SPPGA with the management of, and ongoing stewardship of School-wide partnerships and associated database.
• Produces written reports, compiles statistical data, and conducts research as required to support the strategic priorities of the School, including liaising with external stakeholders.
• Produces, edits, and distributes regular communications such as Director’s Newsletter, regular Director communications, and other communications as assigned.
• Contributes to the development of the School’s Annual Report under the direction of the Manager, Strategic Communications.
• Maintains the School’s internal mailing distribution lists, updating list membership regularly, developing and maintaining procedures, and ensures appropriate list activities.
• Provides coverage to other support staff in the office during vacation, flex, illness or peak periods.
• Performs other related duties in keeping with the qualifications and requirements of the job.

Faculty Human Resources Support

• Oversees and coordinates all aspects of tenure-stream faculty recruitment processes. Provides administrative support to Search Committee, organizes and distributes recruitment materials, organizes applications and answers general inquiries from applicants, schedules and coordinates interview activities, supports School in formal review of applicants. Ensures relevant University policies and procedures are followed at all times.
• Provides support to newly hired faculty including the faculty relocation process, orientation and familiarization, and administrative support.
• Coordinates faculty reappointment, promotion, and tenure processes. Supports committees in the review of faculty members, and ensures relevant University policies and procedures are followed at all times.
• Coordinates regular and recurring faculty processes including annual reporting, merit and PSA review, and study leave requests.
• Compiles and tracks faculty award nominations and successful awards.

Consequence of Error/JudgementThis position handles sensitive and confidential matters, and requires a high level of judgment, tact, discretion, and initiative. The complex nature of this work requires independent planning and a strong ability to manage competing priorities. The incumbent will apply knowledge of policies, procedures and guidelines to make well-informed decisions. Logistical decision-making and priority-setting is left to the discretion of the incumbent. Errors in performance or indiscretions in judgement could have serious impact on the operations and reputation of the School and of the University.Supervision ReceivedWorks independently under the general direction of the Manager, Administration. The Director, SPPGA and Assistant Director, SPPGA will frequently assign priorities and tasks. Incumbent exercises independent judgment and initiative in prioritizing and completing tasks. Job functions are generally governed by broad instructions, objectives and policies, usually involving frequently changing conditions and competing priorities. Consults with Manager, Administration on complex policy matters or unusual situations.Supervision GivenThe incumbent may periodically be responsible for the supervision of temporary student employees, such as Work-Learn students or Academic Assistants. In addition, this role will take on a key part in onboarding and training new SPPGA staff members, which occurs frequently. The incumbent will also be involved in student onboarding, which takes place once per term. This role will supervise temporary and Work-Learn staff at least once per year for special projects.Minimum Qualifications

• High School graduation, plus a two-year post-secondary diploma, plus four years of related experience or an 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.

Preferred Qualifications

• Experience in a support role to a senior executive is preferred.
• Knowledge of UBC administrative, governance, and human resources procedures preferred.
• Excellent communication (oral and written), and interpersonal skills.
• Ability to adapt communications and interpersonal interactions to target audience in a professional and tactful manner.
• Experience in customer experience or other customer-facing roles is an asset.
• Ability to demonstrate professionalism, sound judgement, and tact when interacting with stakeholders, including high-ranking officials.
• Ability to take initiative, prioritize tasks, and work proactively and effectively under pressure to meet deadlines.
• Ability to manage confidential information with discretion.
• High degree of accuracy and attention to detail.
• Ability to undertake basic research to support projects and initiatives and to summarize findings clearly.
• Ability to take and transcribe accurate meeting minutes.

Expected salary

$4739 – 5102 per month

Location

Canada

Job date

Thu, 20 Mar 2025 03:02:41 GMT

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