Executive Assistant to the VPFO Senior Leadership

Responsibilities

• Executive Support:
• Exercises sound judgment in handling confidential matters, routing requests appropriately, and escalating urgent issues as needed.
• Reviews and drafts responses to complex correspondence, including researching, compiling, analyzing, and writing briefs, reports, and other materials.
• Manages, plans, and coordinates special and social events, meetings, training sessions, strategic planning meetings, and workshops, and supports events run by the VPFO units as required.
• Strategically manage the calendar, prioritizing meetings and commitments of the executive based on urgency and organizational priorities.
• Prepare, edit, and review emails, correspondence, reports, meeting materials, briefing notes, and presentation decks.
• Reviews, drafts, and edits executive meeting materials provided by the VPFO Senior Leaders, as required. Contributes to agenda content, pre-meeting discussions, briefing papers, and presentations as required.
• Liaise and act as a resource for senior administrators across UBC and external stakeholders on behalf of the senior leader.
• Maintain oversight of communications and ensure urgent matters are escalated appropriately.
• Coordinate approvals and signatures and manage confidential records.
• Exercised delegated authority over executive travel and external event planning, overseeing complex engagements to ensure continuity, compliance, and executive readiness.
• Lead or coordinate division or VPFO-wide projects of significant complexity and sensitivity.
• Manage interdepartmental collaboration, ensuring projects align with UBC policies and strategic objectives.
• Plans, coordinates, and executes a range of meetings and events, including strategic planning sessions, training, workshops, and special events.
• Other duties as required
• Operational & Strategic Support:
• Analyze workflows and business processes to identify efficiencies and recommend improvements.
• Facilitates and supports the implementation of changes, including new systems and administrative processes.
• Support onboarding and offboarding of direct report

Benefits

Additional Information

Staff - Non Union Job Category M&P - Excluded M&P Job Profile XMP - Administration, Level A Job Title Executive Assistant to the VPFO Senior Leadership Department Executive Administration | VP Finance and Operations Compensation Range $5,791.00 - $8,323.42 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date June 4, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. This position is subject to the satisfactory completion of required background checks Job End Date Ongoing This position is subject to the satisfactory completion of required background checks. 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: An Executive Assistant in the VPFO provides high-level strategic and confidential executive support for the delivery of the assigned executives' strategic and operational priorities. This role is responsible for managing the executives' time, commitments, and communications with discretion and professionalism. The incumbent leads administrative initiatives that enhance organizational effectiveness by ensuring the smooth operation of the workday and office, coordinating with internal and external stakeholders, and supporting strategic initiatives and projects. The position requires a deep understanding of the VPFO portfolio, UBC's strategic plan, and processes related to senior University leadership and governance. The EA provides coverage across broader VPFO operations and the Executive Assistant team, including backup support for other executives during vacation absences and assistance with time‑limited projects. The role manages highly confidential matters, fosters effective relationships across the University, ensures adherence to policies and processes, and contributes to senior‑level reporting, planning, and cross‑functional coordination.

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at ubc? Share your experience