Executive Assistant

Staff - Union Job Category CUPE 2950 | Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) | Job Title Executive Assistant | Department Administrative Management | Department of Orthopaedics | Faculty of Medicine

Compensation Range: $4,594.00 - $4,827.00 CAD monthly

Posting End Date:
June 21, 2026 (applications accepted until 11:59 PM on this date) | Job End Date:
June 30, 2028

This position is eligible for a hybrid work arrangement, with a minimum of three days per week on site (two days per week from BC Children's Hospital, and one day per week from Gordon & Leslie Diamond Health Care Centre). Applicants must have flexibility to work from either site. Hybrid work arrangements are subject to change due to operational requirements.

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.

The Executive Assistant provides confidential administrative support to the Department Head and the Administrative Manager in the Department of Orthopaedics. The incumbent will be responsible for coordinating all aspects of the Department Head's calendar to support the Head’s clinical, research, and academic obligations. A core responsibility of this role is the end-to-end coordination of multiple high-impact committees and complex academic review processes.

In addition, the incumbent will organize staff events and activities, as well as support the organization of Department wide events. The successful candidate will bring a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials. Thorough knowledge of programs, policies and procedures of the department and University is essential.

As the first point of contact for the Head, the incumbent plays a key role in operational effectiveness and in supporting a welcoming culture to members of the Department and the broader community.

• Organizes the calendar of the Department Head and the Administrative Manager by scheduling meetings, conferences, and appointments, identifying and communicating high-priority requests, and coordinating with other schedules.
• Maintains regular communication with the Department Head to ensure the calendar is up to date; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations.
• Makes travel arrangements including airline, accommodation, visas, ground transportation and itineraries for the Department Head, minimizing travel time when possible.
• Provides administrative support for all research, teaching, scholarly, and clinical activities.
• Prepares the Department Head and Administrative Manager for scheduled meetings by compiling and providing relevant documentation, such as agendas.
• Coordinates meetings for both leaders, including virtual, hybrid, and in-person arrangements, room bookings, A/V requirements, and catering as needed.
• Uses appropriate booking platforms in accordance with site and organizational policies and procedures.
• Arranges travel and meetings for visiting scholars/special guests to the department.
• Performs financial processing for the Department Head and Administrative Manager, including tracking and processing expenses, invoices, credit card payments, journal vouchers and travel requisitions in a timely manner.
• Screens, sorts, and triages incoming communications, including confidential emails, paper mail, and documents, referring matters for reply, review, or additional information, and prioritizing for the attention of the Department Head or Administrative Manager.
• Provides executive administrative support to Associate Heads for work-related travel, expense reimbursements, and organizing meetings as directed by the Administrative Manager.
• Maintains the Department Head's curriculum vitae and speaking bio.
• Coordinates the…