Executive Administrative Assistant, Human Resources

Staff - Non Union

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 3

Job Title

Executive Administrative Assistant Human Resources

Department

UBCO Senior Leadership Human Resources

Compensation Range

$4483.09 - $5469.63 CAD Monthly

Posting End Date

July 16 2026

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

Job End Date

October 20 2026

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 confidential administrative and operational support to the Human Resources department. The role supports a broad range of HR functions programs and initiatives while providing high-level administrative support to department leaders and the HR team.

This position serves as a key resource for employees managers and stakeholders helping to coordinate HR operationsmaintainrecords and systems support events and programs and ensure the efficient delivery of administrative servicesfor the humanresourcesoffice.

Organizational Status
This position reports to the HR Managing Director and/or designate and takes direction from the WLE Consultantand the Manager ofWorkplaceHealth & Wellbeing.

Work Performed
HR Administration and Program Support

• Provides administrative support across a variety of Human Resources programs and services.
• Maintainsaccurateand confidential employee and departmental records.
• Responds to inquiries from employees managers and external stakeholders providing information and directing requests asappropriate.
• Supports HR processes related to onboarding leaves accommodationsreturn to workwellness initiatives employee relations talent programs and other departmental activities.
• Assistswith data collection tracking reporting and analysis of HR activities and trends.
• Prepares reports correspondence presentations and other documents.
• Supports the administration of HR systems and databases ensuring information isaccurateand up to date.
• Assistswith departmental communications resource materials and employee information.

Administrative Support to HR Leadership

• Provides confidential administrative support to HR leaders.
• Coordinates calendars meetings appointments and travel arrangements.
• Prepares agendas briefing materials reports and presentations.
• Tracks action items deadlines and priorities.
• Coordinates expense processing and other administrative transactions.
• Liaises with internal and external stakeholders on behalf of HR leadership.

Employee Programs and Events

• Supports the planning and administration of employee programs recognition initiativeswellbeing programs and initiativesprofessional development activities onboarding programs and engagement events.
• Coordinates eventlogistics registrations communications venues and materials.
• Assistswith the development and distribution of promotional and informational materials.
• Maintains records and documentation related to departmental programs and initiatives.

Office Operations and Team Support

• Serves as a primary point of contact for the HR office.
• Coordinates meetings workshops committees and special projects.
• Maintains departmental filing systems websites records and shared resources.
• Manages office supplies equipment and workspace needs.
• Supports onboarding and orientation activities for new employees.
• Assistswith information requests documentation and administrative processes.
• Identifiesopportunities to improve administrative procedures and support efficient office operations.
• Coordinates and processes bill payments for the department.
• Performs other duties asrequired

Consequence of Error/Judgement
Errors in event coordination may havenegativeimpact on the time of the HR staff and may result in damage to the image of the services in the university inprogram administrationtoWRAPcasescan leadto delays in effective intervention and decision-making resulting in prolonged injury illness or absence from work.

Supervision Received
Work is carried out under the direction of the Managing Director HR. Performs familiar duties independently andin accordance withestablished procedures. Is expected to carry out work assignments with confidentiality given overall outcome expectations and without the need for ongoing instruction and supervision.

Supervision Given
None.

Minimum Qualifications

• High school graduation plus 2 years of post-secondary education plus 4 years of related experience; or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives including perspectives in conflict with ones own
• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Demonstrated administrative experience in a Human Resources post-secondary publicsectoror professional office environment.
• Experience supporting multiple stakeholders and coordinating a variety of activities and projects is preferred.
• Excellent organizational planning and coordination skills.
• Ability to handle highly confidential information with discretion and professionalism.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Strong customer service and relationship-building skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to manage multiple priorities and meet deadlines in a fast-paced setting.
• Proficiencywith Microsoft Office Suite and other administrative systems and technology tools.
• Sound judgment problem-solving skills and initiative.

Required Experience:

Junior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 4483 - 5469