Executive Assistant to Vice-President Finance and Operations

Executive Assistant to the Vice-President Finance and Operations

Job Published by:
The University of British Columbia

Job Category: Staff - Non Union
Job Profile: XMP - Administration, Level C
Department: Finance and Operations Leadership | VP Finance and Operations
Compensation Range: $7,622.83 - $11,886.67 CAD Monthly

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 managing information flow, decision support, and executive communications within a dynamic environment. This position handles confidential and sensitive matters relating to the VPFO portfolio, requires a clear understanding of the VPFO portfolio, UBC and VPFO strategic plan, and related governing documents, and is the primary contact for the Office of the VP Finance & Operations portfolio.

• Provide overall management of the Vice-President, Finance & Operations office, ensuring efficient information flow and decision points.
• Triage complex issues, determine priorities, and keep the Vice-President informed and prepared for decisions.
• Oversee the work of the administrative assistant, ensuring high-quality support for scheduling, travel, meeting coordination, and administrative logistics.
• Lead and coordinate administrative projects and initiatives that align with VPFO priorities.
• Support the Vice-President in managing the VPFO Office budget, monitoring expenditures and preparing briefing materials.
• Lead the development, review, and submission of all Board of Governors and committee materials from the VPFO portfolio.
• Manage executive communications on behalf of the Vice-President, including briefing materials, correspondence, presentations, and statements.
• Serve as an information resource and source of advice to offices and individuals across the University.
• Coordinate executive team meetings, including agenda development, briefing preparation, logistics, minute taking, and action item tracking.
• Identify opportunities to improve administrative processes and streamline operations.
• Support strategic initiatives and projects assigned by the Vice-President.
• Perform other duties as required to support the VPFO portfolio.

• Demonstrated commitment to equity, diversity, and inclusion.
• Undergraduate degree in a relevant discipline, or equivalent experience.
• Minimum of 5 years of administrative and management experience at a senior executive level.

• Proven administrative experience in a large and complex organization.
• Knowledge of University policies, procedures, governance, and administrative systems.
• Strong organizational, planning, and analytical skills.
• Excellent written and verbal communication skills with professional terminology and concise language.
• Ability to manage multiple tasks and priorities independently and cooperatively.
• Experience in managing projects involving diverse stakeholders.

• Seniority Level: Mid-Senior level
• Employment Type:
  
  Full-time
• Job Function:
  Administrative
• Industry: Higher Education

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.