Executive Assistant to the Vice-President Finance and Operations

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Job Profile

Job Title

Department

Compensation Range

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

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 executive support to the Vice-President Finance & Operations and the delivery of their strategic and operational priorities. The role is responsible for ensuring the effective management of information flow decision support and executive communications within a highly dynamic environment.

This position handles confidential and sensitive matters relating to the VPFO portfolio. A clear understanding of the VPFO portfolio the UBC and VPFO strategic plan and related working on Board of Governors documents is critical to effectively support the VP Finance and Operations.

The Executive Assistant to the VP is the primary contact for the Office of the VP Finance & Operations portfolio liaising with the University community including the Office of the President the offices of UBC Vice-Presidents Faculties and external contacts to the University including but not limited to government major donors and other Universities. The Executive Assistant must be able to foster effective working relationships with the Sr. Leaders in the reporting units within the portfolio of the VPFO and the University community. The position is a first point of contact for senior leaders external to the organization and must be able to handle complex and stressful situations with tact efficiency and poise.

ORGANIZATIONAL STATUS

Reports directly to the Vice-President Finance & Operations.

The position liaises with the Office of the President the UBC Board of Governors University Vice-Presidents and the Senior Leadership Team and their staff within the VPFO portfolio.

WORK PERFORMED

Executive Office Leadership

• Provides overall management of the Vice-President Finance & Operations office ensuring that information requests and decision points flow efficiently and appropriately.

• Applies sound judgment to triage complex issues determine priorities and ensure the Vice-President is informed prepared and well-positioned for effective decision-making.

• Oversees the work of the administrative assistant and ensures high-quality support for scheduling travel meeting coordination and general administrative logistics.

• Leads and coordinates a range of administrative projects and initiatives for the Office of the Vice-President Finance & Operations ensuring effective planning execution and follow-through to support the efficient administration of the office and alignment with VPFO priorities.

• Supports the Vice-President in the management and oversight of the VP FO Office budget monitoring expenditures tracking variances and preparing summaries and briefing materials to support informed decision-making.

Board and Committee Submissions

• Leads the development review and submission of all Board of Governors and Board committee materials originating from the VPFO portfolio.

• Ensures submissions meet institutional requirements reflect the Vice-Presidents direction and are delivered within established deadlines.

• Liaises directly with the Board Secretariat and Presidents Office to manage timelines approvals and follow-up actions.

Information and Communications Management

• Manages executive communications on behalf of the Vice-President including developing briefing materials correspondence presentations and statements.

• Ensures clarity consistency and professionalism in all documents and communications issued from the VP Finance & Operations.

• Exercises discretion in handling sensitive information and advises on communication strategies related to confidential or high-impact issues.

• Serve as an information resource and source of advice on behalf of the VP FO for offices and individuals across the University.

Executive Team Coordination

• Leads and manages VPFO portfolio executive team meetings including agenda development briefing preparation meeting logistics minute taking (where appropriate) and tracking of action items.

• Coordinates cross-portfolio initiatives ensuring alignment of priorities and timely progress on commitments.

Operational Oversight & Process Improvement

• Ensures effective administrative processes systems and procedures for the VPFO portfolio including document management records handling and internal workflow processes.

• Identifies opportunities to improve efficiency implement administrative best practices and streamline operations.

• Provides leadership in issue management problem solving and project coordination on behalf of the Vice-President.

Strategic and Special Projects

• Supports strategic initiatives and projects assigned by the Vice-President including emerging issues requiring research analysis consultation and preparation of briefing notes or recommendations.

• Represents the VPFO portfolio at internal meetings and engagements as delegated.

Performs other duties as required to support the Vice-VPFO portfolio.

CONSEQUENCE OF ERROR

This position requires judgment tact discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have a negative impact on the VP Office and the University resulting in legal suits poor public relations financial costs and loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment and flexibility. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government high-profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University faculty and staff guidelines procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes if deemed appropriate.

SUPERVISION RECEIVED

This position works independently under the direction of the VP Finance & Operations. May receive direction from the UBC Board of Governors the Presidents Office and senior team members.

SUPERVISION GIVEN

This position supervises an administrative assistant and provides input and guidance to ensure functional alignment for the VP Finance & Operations portfolio.

QUALIFICATIONS

Minimum Qualifications

• Willingness to respect diverse perspectives including perspectives in conflict with ones own.

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion.

• Undergraduate degree in a relevant discipline or equivalent related experience. A minimum of 5 years of administrative and management experience working at a senior executive level or the equivalent combination of education and experience.

Preferred Qualifications

• Proven administrative experience in a large and complex organization.

• Knowledge of University policies procedures governance and administrative systems preferred.

• Taking initiative by being proactive and cognizant of conflicting priorities with the ability to advise and direct resolutions. Proven ability to supervise take initiative and problem solve.

• Effective organizational planning and analytical skills.

• Proficient in the use of English grammar spelling and punctuation and professional terminology including the ability to compose correspondence and other written materials using clear and concise language.

• Ability to effectively facilitate groups to achieve appropriate outcomes.

• Proven ability to communicate with confidence professionally and tactfully both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.

• Ability to work independently and cooperatively both within the UBC community and with external stakeholders. Ability to effectively manage multiple tasks and priorities.

• Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.

• Experience in managing projects that involve a variety of stakeholders.

• Ability to maintain accuracy and attention to detail. Ability to exercise judgment tact discretion and diplomacy.