Executive Assistant

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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 Note: Applications will be accepted until 11:59 PM on the Posting End 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. Job Summary 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. Organizational Status The Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mandate is to create knowledge, advance learning, and improve musculoskeletal health at the community, provincial, national, and international levels. The Department consists of seven clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to increase knowledge in the areas of clinical Orthopaedics, musculoskeletal science as well as applied biomedical engineering. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques and improved biomaterials and implants. As a member of the Department of Orthopaedics administrative team, this position reports to the Administrative Manager and receives direction for daily work and new projects and initiatives from the Department Head and Administrative Manager. The incumbent will also work closely with and take direction from the Administrative Coordinator and the HR Coordinator. This position works closely with faculty, research teams, the central administrative team, and senior leadership including division heads, program directors, Dean's office, and senior University officials. The incumbent will also liaise with external stakeholders such as Health Authorities, hospital administrators, and grant sponsors. The position will be required to work flexible hours on occasion to meet operational requirements. Work Performed Executive Assistant (50%) Organizes the calendar of the Department Head and the Administrative Manager by performing duties such as 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 their calendar is up to date; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations, while keeping the Department Head informed. Makes travel arrangements including airline, accommodation, visas, ground transportation and itineraries for the Department Head; minimizes the Department Head's travel time when possible Provides administrative support to the Department Head 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, includ

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