Executive Assistant

Job Title

Executive Assistant

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried
- Administrative Assistant 3

Job Family Group

Staff
- Non Union

Department

UBCO | Senior Leadership | Human Resources

Compensation Range

$4,756.11 - $5,802.73 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 8, 2026

Note

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

This position is subject to the satisfactory completion of required background checks

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 Description Summary

This position provides confidential administrative support to Managing Director Human Resources and administrative support to the department of Human Resources (HR) at the UBC Okanagan campus. In addition, this position provides general administrative support to Advisory Services, Compensation and Workplace Learning & Engagement (WLE) within the department of Human Resources (HR) at the UBC Okanagan campus.

This position schedules meetings, appointments, manages and disseminates information, coordinates, reviews and processes expenses, composes complex correspondence, supports learning events, takes confidential minutes, maintains document management systems and makes travel arrangements.

This position is expected to organize and complete administrative tasks that requires strict confidentiality and knowledge of department routines and the operation of the UBC Okanagan campus. This position will provide a high level of understanding and initiative in all administrative areas.

Organizational Status

This position reports to the HR Managing Director and/or designate and takes direction from other senior staff in the department.

Work Performed Leadership Support

• Acts as confidential administrative assistant to the HR leadership team.
• Screens incoming materials (e-mail, phone calls, and posted mail), exercising judgement as to whether matters require urgent attention and prioritizing and referring matters for reply or additional information to the Managing Director.
• Composes complex correspondence containing authoritative information as required.
• Coordinates, assembles and maintains a  bring forward  system to follow up on commitments, correspondence, meetings and deadlines for the Managing Director and Director.
• Manages the Managing Director's calendar, and where appropriate, other team members’ calendars. Determines urgency and importance of requests for appointments, meetings and functions. Navigates changing priorities in scheduling and resolves scheduling conflicts, ensuring these are handled in a way that maintains positive working relationships. Exercises a high degree of autonomy, tact, diplomacy and discretion when scheduling and rescheduling meetings.
• Manages and maintains a case management system for the labour relations team. Ensures updated, accurate records that can be used for annual case statistics.
• Liaises with senior leaders, both inside and outside of Human Resources on a regular basis to obtain and share information required to prepare for meetings.
• Coordinates attendance and preparations for regular occurring meetings that are chaired by the Managing Director. This includes liaising with attendees, arranging room bookings, organizing catering, preparing agendas, documents/reports and presentations, providing AV support, and taking notes.
• Coordinates all travel arrangements for the Managing Director and the HR team.
• Processing travel and expense reimbursements and credit card business expense reconciliations.
• Provides administrative and coordination support for the BCGEU Joint Union Management Committee (JUMC) and the Joint Job Evaluation Committee (JJEC), including scheduling meetings, preparing and distributing meeting materials, tracking and maintaining records of activities and decisions, filing relevant documentation, and communicating meeting outcomes and follow up items to appropriate stakeholders.
• May take minutes at confidential meetings (including labour relations) as required.
• Provides special project administrative support as required.

Unit Administration

• Maintains and updates HR Website and social media sites.
• Coordinates recruiting, onboarding and off…