Executive Assistant, Office of Creative and Communications

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Title Executive Assistant, Office of Creative and Communications Department Communications Management | Communications | Faculty of Medicine Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date June 30, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing 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 Provides administrative and operational support to the Executive Director, Office of Creative and Communications (Office of C&C) , Faculty of Medicine and UBC Health, and the Office of C&C management team. The Executive Assistant serves as a key point of coordination within the Office of C&C, supporting initiatives and programs that advance the Faculty's brand, reputation and strategic objectives at a provincial, national and global level. This is a high-trust role requiring discretion, precision and the ability to manage key priorities in a detail-oriented, high-profile environment. Organizational Status The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC's entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world. Our Vision: To Transform Health for Everyone Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world. The Faculty of Medicine -comprised of approximately 2,600 administrative support, technical/research and management and professional staff, as well approximately 620 full-time academic and over 14,000 clinical faculty members-is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty of Medicine delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province. The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory. Work Performed Acts as personal and confidential secretary to the Executive Director, Office of Creative and Communications. Supports the efficient operations of the Office of C&C, including financial processing and event logistics. Assists with room bookings, catering, equipment and supplies. Coordinates end-to-end processing of invoices and payments, including verification, coding, submission and tracking to ensure timely and accurate disbursement of funds. Acts as a liaison between vendors, the Office of C&C, Dean's office and central finance teams to resolve discrepancies and payment issues. Manages the calendar of the Executive Director and screens requests for appointments. Exercises tact and discretion in prioritizing requests for appointments. Acts as secretary to committees chaired by the Executive Director as required: schedules committee meetings, prepares room bookings, A/V and materials for distribution, takes minutes and prepares action tracking reports. Provides follow up for action items as required. Coordinates and assembles materials for projects and meetings from a variety of sources. Coordinates travel arrangements for the Executive Director and members of the Office of C&C team. Maintains an up to date directory of UBC, non-profit and industry organizations, government, academic and health partners, professional associations, and student leaders. Manages global distribution of correspondence, digital and print initiatives, including the Faculty's Pathways magazine. Supports coordination of materials, manages package composition and final mail-out. Manages the onboarding of new suppliers, vendors and contractors into University financ

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