Executive Assistant

Job Summary

The Executive Assistant contributes to the achievement of the mission and strategic plan of the UBC Facilities team and the Vice-President Finance and Operations (VPFO) portfolio, by providing support to the Associate Vice-President (AVP) Facilities. As the primary contact for the Office of the AVP Facilities, this position liaises with the wider University community and fosters effective working relationships with Senior Executives across the University. The role may also support other units of the VPFO as required.

Organizational Status
Reports to the AVP Facilities. This position supports the work of the AVP Facilities and their team.

Work Performed

• 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.
• Provides fill-in coverage as the main coordinator of the Board of Governors for the VPFO, as required.
• 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.
• Provides assistance, guidance and/or coverage to the other assistants of the portfolio as required
• 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.
• Performs other duties as required.
  

Consequence of Error/Judgement
The position requires judgment, tact, discretion and initiative to a high level. The incumbent in this role must exercise a high degree of maturity, autonomy, and independence, while working within broad guidelines. A very high standard of professional communication is required, as is the ability to maintain confidentiality. All work must be completed at a high level of accuracy. 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. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure

Supervision Received
The role reports to the AVP Facilities.

Supervision Given
No formal supervision given but may supervise temporary staff from time to time.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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 working with individuals at senior levels and in complex environments, or comparable University or corporate experience. Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. 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 politely screen calls, direct as appropriate, and take accurate messages. Ability to effectively use MS Office at an intermediate level. Experience with responsibly using new tools and technology to support administration, workflow automation or other business processes. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to make decisions and recommendations involving highly complex issues. Ability to make thoughtful, informed, and thorough decisions. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to exercise sound judgment. Ability to deal with people in a courteous, calm manner. Ability to identify and respond to contentious or politically sensitive issues with discretion. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to explain, assign, and monitor work of search consultants. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).