Executive Assistant to Vice-President Finance and Operations

The Executive Assistant provides executive support to the Vice-President, Finance & Operations, and the delivery of their strategic and operational priorities. The role is responsible for ensuring the effective management of information flow, decision support, and executive communications within a highly dynamic environment.

This position handles confidential and sensitive matters relating to the VPFO portfolio. A clear understanding of the VPFO portfolio, the UBC and VPFO strategic plan, and related working on Board of Governors documents is critical to effectively support the VP Finance and Operations.

The Executive Assistant to the VP is the primary contact for the Office of the VP Finance & Operations portfolio, liaising with the University community, including the Office of the President, the offices of UBC Vice-Presidents, Faculties, and external contacts to the University, including but not limited to government, major donors, and other Universities. The Executive Assistant must be able to foster effective working relationships with the Sr.

Leaders in the reporting units within the portfolio of the VPFO and the University community. The position is a first point of contact for senior leaders external to the organization and must be able to handle complex and stressful situations with tact, efficiency, and poise.

ORGANIZATIONAL STATUS

Reports directly to the Vice-President, Finance & Operations.

The position liaises with the Office of the President, the UBC Board of Governors, University Vice-Presidents, and the Senior Leadership Team and their staff within the VPFO portfolio.

WORK PERFORMED

Executive Office Leadership

• Provides overall management of the Vice-President, Finance & Operations office, ensuring that information, requests, and decision points flow efficiently and appropriately.

• Applies sound judgment to triage complex issues, determine priorities, and ensure the Vice-President is informed, prepared, and well-positioned for effective decision-making.

• Oversees the work of the administrative assistant and ensures high-quality support for scheduling, travel, meeting coordination, and general administrative logistics.

• Leads and coordinates a range of administrative projects and initiatives for the Office of the Vice-President, Finance & Operations, ensuring effective planning, execution, and follow-through to support the efficient administration of the office and alignment with VPFO priorities.

• Supports the Vice-President in the management and oversight of the VP, FO Office budget, monitoring expenditures, tracking variances, and preparing summaries and briefing materials to support informed decision-making.

Board and Committee Submissions

• Leads the development, review, and submission of all Board of Governors and Board committee materials originating from the VPFO portfolio.

• Ensures submissions meet institutional requirements, reflect the Vice-President’s direction, and are delivered within established deadlines.

• Liaises directly with the Board Secretariat and President’s Office to manage timelines, approvals, and follow-up actions.

Information and Communications Management

• Manages executive communications on behalf of the Vice-President, including developing briefing materials, correspondence, presentations, and statements.

• Ensures clarity, consistency, and professionalism in all documents and communications issued from the VP Finance & Operations.

• Exercises discretion in handling sensitive information and advises on communication strategies related to confidential or high-impact issues.

• Serve as an information resource and source of advice, on behalf of the VP, FO, for offices and individuals across the University.

Executive Team Coordination

• Leads and manages VPFO portfolio executive team meetings, including agenda development, briefing preparation, meeting logistics, minute taking (where appropriate), and tracking of action items.

• Coordinates cross-portfolio initiatives, ensuring alignment of priorities and timely progress on commitments.

Operational Oversight & Process Improvement

• Ensures effective administrative processes, systems, and procedures for the VPFO portfolio, including…