Senior Executive Assistant to Chancellor - Office Chancellor

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Senior Executive Assistant to the Chancellor

Academic Staff

Regular

Executive Assistant to the CEO

Position Summary:

This position provides executive administrative support to the Chancellor and serves as a key member of the Office of the Chancellor. The position is responsible for managing the Chancellor's calendar, coordinating travel and meetings, preparing correspondence and materials, supporting office operations, assisting with budget and purchasing processes, events, and providing designated administrative support for budget, personnel, travel, and operational functions within University Branding and Communications.

The individual functions with a high degree of independence, exercises sound judgment in handling sensitive and confidential matters, and maintains positive working relationships with campus and external stakeholders.

• Executive Support to the Chancellor
• Manage the Chancellor’s calendar, including scheduling appointments, meetings, travel and events.
• Prepare daily schedules and ensure meeting materials are organized and available.
• Facilitate logistics for meetings and events involving the Chancellor, including room reservations, catering, and related arrangements.
• Coordinate requests for speaking engagements and assist with the preparation and distribution of related materials.
• Research, collect and compile information to ensure the Chancellor has the necessary background information and materials for attending meetings, speaking engagements and special events.
• Prepare correspondence for the Chancellor’s review and signature.
• Coordinate all aspects of the Chancellor's travel, including the planning of itineraries and logistical arrangements in compliance with university and state guidelines. This includes the preparation and submission of travel expense reimbursements.
• Monitor incoming requests and communicate matters requiring attention to the Chief of Staff.
• Provide administrative support for special projects and initiatives within the Office of the Chancellor.
• Office Operations, Event Coordination, and Budget Support:
  Support the planning and execution of Office of the Chancellor and university-wide events by coordinating logistics, communications, materials, scheduling, and other administrative needs.
• Provide administrative support for Chancellor’s Office budget activities, including processing invoices, purchasing, reimbursements, and other financial recordkeeping.
• Maintain office records, files, and contact lists.
• Coordinate office supplies and operational needs.
• Serve as a point of contact for visitors and inquiries to the Office of the Chancellor.
• University Branding and Communications Administrative Support:
  Process budget and purchasing transactions for University Branding and Communications, including requisitions, purchase orders, receipts, invoices, procurement card reconciliation, and related recordkeeping.
• Coordinate travel authorizations, expense reimbursements, conference registrations, and professional development logistics for UBC staff.
• Serve as the primary administrative contact for UBC personnel transactions, including leave reporting, timesheet approvals, hiring paperwork, onboarding activities, and student employment processes.
• Coordinate operational requests on behalf of UBC, including facility access, visitor parking, meeting space reservations, and staff retreat logistics.
• Maintain administrative records and documentation necessary to support UBC business operations.

University of…