Executive Assistant - UBC, Vancouver

About this opportunity

The Executive Assistant to the Dean provides executive-level confidential and complex administrative support to the Dean of Education and to the Dean’s Office leadership team as needed. As a member of the administrative team in the Faculty of Education Dean’s Office, this position is responsible for effectively coordinating an intensive and demanding Dean’s calendar through triaging various methods of communication, monitoring progress toward completion of projects and tasks, researching necessary information, and drafting various types of documents. This position is expected to work in a collaborative manner to promote the Faculty’s strategic commitments to inclusive excellence.

What you'll do

The incumbent performs a wide range of duties to support the Dean and senior staff members:

• Provides executive-level confidential administrative support to the Dean of Education by coordinating scheduling, workflows, document archives, and timelines.
• Coordinates the complexities of the Dean’s calendar, prioritizing and scheduling appointments while keeping the Dean informed.
• Coordinates travel arrangements for the Dean and members of the Dean’s Office leadership team, including transportation, accommodation, travel documents, and travel expenses for reimbursement.
• Prepares and submits expense reports for reimbursement and credit card reconciliation on behalf of the Dean.
• Responds to email, telephone, and in-person inquiries for the Dean from a wide variety of sources, triaging, redirecting, and tracking such requests.
• Liaises with Associate and Assistant Deans, Heads/Directors, administrative staff, senior University officials, peer institutions, government officials, and prominent community members.
• Prepares and processes sensitive documents and information, such as correspondence, briefing notes, or PowerPoint presentations.
• Provides coordination and support for various committees and meetings chaired by the Dean.
• Provides general administrative support for external reviews, Dean’s Awards for Staff Excellence, convocation logistics, and requests from UBC leadership offices.
• Coordinates Faculty Meetings four times per year and assists with planning and organizing academic and non-academic projects and activities.
• Shares routine front desk responsibilities and general administrative support duties with the other Executive Assistant.
• Acts as vacation backup for the other Executive Assistant to support the Associate Deans as required.

Qualifications

Candidates must meet specific experience, skills, and ability requirements to qualify for this support role:

• High school graduation and a minimum two-year post-secondary diploma.
• Minimum two years of related experience, or the equivalent combination of education and experience.
• Strong skills in interpersonal and written communication.
• Strong organizational skills for organizing multiple tasks and priorities in order to meet deadlines in a fast-paced environment.
• Strong skills in Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
• An aptitude for learning new software applications.
• Ability to plan, schedule, and organize a variety of meetings and/or events, often concurrently.
• Ability to prioritize, multi-task, and meet deadlines in a fast-paced environment.
• Ability to analyze and effectively resolve problems through identifying key information and issues.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to obtain, disseminate, record, and organize information effectively and tactfully with individuals from all levels of the University and the external community.
• Ability to take and transcribe accurate meeting minutes with a short turnaround time.
• Ability to compose reports, presentations, draft correspondence, and other written materials using clear, concise business English.
• Ability to exercise tact and discretion with sensitive and confidential matters.
• Ability to be thorough and maintain accuracy with a high level of attention to detail.
• Ability to deal with a diverse group of people in a calm, courteous, and effective manner.