Executive Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Executive Assistant

Department

PIMS Administrative Support | Pacific Institute for the Mathematical Sciences | Faculty of Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

March 8, 2026

Note

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

Job End Date

March 31, 2027

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

The Executive Assistant at the Pacific Institute for the Mathematical Sciences (PIMS) will provide administrative support to the PIMS Director and two Co-Directors, exercising tact, discretion and strict confidentiality at all times. You will be required to maintain all organizational and strategic correspondence, including governances, bylaws, Board Executive Committee minutes, etc. and implement a comprehensive tracking system to ensure a complete historical record is available.

Organizational Status

This position reports to the Chief Operations Officer. The position receives direction from the PIMS Director and two Co-Directors, as well as the Chief Operations Officer.

Work Performed

• Serves as the primary point of contact for internal and external parties on matters pertaining to the PIMS Director. As this position represents the Director and the Institute, a high degree of professionalism is required at all times.
• Provides secretarial support to PIMS Director including scheduling meetings, taking minutes, arranging comprehensive travel plans and itineraries.
• Provides targeted secretarial support to Co-Directors.
• Serves as primary staff liaison between the PIMS Board of Directors and the Director and Co-Directors.
• Plans PIMS Board Meetings (including room bookings, AV set-up, catering, etc.). Coordinates the preparation of presentations, reports, and other documents, ensuring accuracy and completeness of information. Attends meeting to oversee arrangements. As some of these meetings are out of town, travel will be required.
• Manages incoming and outgoing communication. Assesses incoming material. Clarifies uncertain information, highlights required actions, investigates facts and initiates responses. Drafts and edits correspondence and communications on behalf of the Director, including emails, letters, memos, and other materials.

Supports the Director in the management of projects including conducting research as requested, tracking progress, ensuring deadlines are met and following up on action items.

• Based on information provided by the Director, the position will be responsible for preparing and processing contractual agreements with internal and external stakeholders, and amendments to organizational governances and bylaws.
• As part of the administrative team, this position will assist with the everyday operation of the unit, performing functions necessary to carry on business. Serves as receptionist. General office management: order supplies; handle plant‑op requests; maintain cleanliness of kitchen area.
• Manages office space at PIMS for postdoctoral fellows, graduate students, visitors, and collaborative research group members.
• Serves as first point of contact and source of information for PIMS CNRS Program (Centre national de la recherche scientifique in France) and other international visitors. Tracks CNRS related applications and files. Prepares invitation letters or LMIA‑documents as needed.
• Coordinates volunteers and oversees event logistics for certain designated events.
• Prepares routine social gathering events such as PIMS Tea.
• Performs other duties related to the qualifications and requirements of the position.

Consequence of Error/Judgement

Judgement is required to be exercised in prioritizing time, planning in advance for events and dealing with visitors in an appropriate manner. A high level of discretion and strict confidentiality is expected. Position is required to make decisions within established guidelines. Errors in judgement could have a significant impact on the reputation and integrity of PIMS.

Supervision Received

Work is performed independently under the broad supervision of the Chief Operations Officer. Work may be reviewed by the person who assigned it (Director, Co‑Directors, Chief Operations Officer).

Supervision Given

None

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

Training in office procedures. Ability to operate a complete range of office equipment. Advanced organizational and time management skills. Demonstrated ability to effectively interact with all levels of personnel, both internally and externally, in a professional and positive manner. Demonstrated ability to exercise discretion and strict confidentiality at all times. Knowledge of project/event management procedures and practices, and experience coordinating them successfully. Excellent oral and written communication and interpersonal skills. Strong attention to detail. Proficiency in Microsoft Office suite. Flexibility and adaptability to changing priorities and requirements.