Executive Assistant, Executive Education

University of British Columbia - Robson, BC (30+ days ago)

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Job Posting

Job ID:
34990

Location:
Robson Square

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 4 (Gr7)

Business Title:
Executive Assistant, Executive Education

VP/Faculty:
The Sauder School of Business

Department:
Sauder - Executive Education

Salary:
$45,324.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2019/09/09

Funding Type:
Self Funded

Closing Date:
2019/11/17

Available Openings:
1

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary
The Executive Assistant provides wide-ranging departmental oversight and confidential senior level administrative support to the Associate Dean of Executive Education at the UBC Sauder School of Business. The position acts as a liaison to all internal and external stakeholders and ensures the accurate and up-to-date information for all areas that impact the work of the Associate Dean and senior staff. Responsible for maintaining and updating department procedures and processes under the guidance of the Business Operations Manager. Oversees complex administration issues within Executive Education and oversees the administrative issues within the office including program co-ordination, student services, event co-ordination and assists with financial support for the executive education.

Sauder Executive Education offers over 100 executive education courses and certificates designed to help meet the most pressing professional development needs and answer organization's most difficult challenges. Each year 1,000 executives from 300 companies attend executive education programs.
Organizational Status
Reports to the Business Operations Manager. Receives direction from the Associate Dean, Executive Education.
Work Performed
  • This position coordinates and oversees the complex administrative processes of the unit within the Executive Education office as well as supports the different high level organizations locally and internationally.
  • The Executive Assistant supports administration functions for a national and international cohort of executive students.
  • Provides senior confidential secretarial and administrative support to the Associate Dean. Demonstrates a high level of understanding and initiative to act on changing priorities for the complex Executive Education office to ensure priorities are met.
  • Organizes the Associate Dean's calendar and is responsible for prioritizing and scheduling meetings and appointments, composing and editing various routine as well as complex and/or sensitive documents and reports. The position identifies and communicates high priority requests and coordinates with other schedules, using senior relationship management protocols to negotiate times and locations to book meetings, functions etc.
  • Maintains and schedules the calendars and is responsible for communicating and resolving conflicts, ensuring these are handled in a way that maintains relationships. Continuous updating and rescheduling required. Exercises a high degree of discretion when scheduling and rescheduling.
  • Drafts, edits and finalizes documents. Prepares draft agendas and distributes meeting materials. Prepares meeting minutes and follows up on action items.
  • Co-ordinates and arranges internal and external meetings and prepares related materials and items. This includes arranging room bookings, organizing catering, preparing agendas/documents, communicating information to attendees, and transcribing meeting minutes.
  • Oversees and process confidential and sensitive financial documents that have significant budgetary impacts.
  • Ensures that news, changes, issues, concerns, etc from Associate Dean are communicated to relevant audience members within the team.
  • Efficiently and cost effectively schedules and co-ordinates all travel arrangements for the Associate Dean and Senior Management team. The position oversees the processing for the Associate Deans international visas.
  • Oversees international travel/visits of the Associate Dean ensuring there are no conflicts and that the relevant information and gifts are all in place in a timely manner.
  • Performs financial duties such as processing expenses, credit card payments and reconciliations, and travel requisitions
  • Sorts and prioritizes incoming mail, both electronic and written. Reroutes where relevant ensuring appropriate follow-up.
  • Priorities and triage other requests within the office and oversees admin functions to better serve the unit.
  • Communicates and responds to confidential emails, written and verbal communications on behalf of the Associate Dean. Drafts correspondence on behalf of the Associate Dean as necessary.
  • Provides general administrative support to the senior management team, including travel arrangements, expense reports, etc.
  • Takes meeting minutes and notes. Prepares logistical details and materials for staff meetings and off-site events.
  • Screens, prioritizes and processes telephone calls effectively and performs proper selection for putting calls through.
  • Responsible for a variety of projects (supporting Business Operations Manager in evaluating office procedures, assists in updating files for the department to stay current in competitive field, ect.). Reference documents for the efficient administration, organization, and operation of Executive Education.
  • Liaises with external vendors and partners. Responsible for office supply ordering and ensuring major gifts for speakers are purchases.
  • Supervises front line administration staff and plans day activities for the administration staff. Provides training to other staff members within the department.
  • Provides back-up coverage to the Executive Education program coordinators and front-desk reception when required.
  • Performs other related duties as necessary assisting with other areas of the Executive Education unit.
Supervision Received
Work is done under minimal supervision. Performs most duties independently, occasionally consulting the Associate Dean, or senior staff. Receives direction or task assignment from the Business Operations Manager. Exercises independent judgment in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods.
Supervision Given
No Supervision required.
Consequence of Error/Judgement
Exercises judgement, tact and decision-making in a wide variety of duties and responsibilities; errors in completing work and scheduling or planning events may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the University.

Expected to exercise judgment in establishing priorities in the Associate Dean's calendar, and carry tasks through to completion in a timely manner. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries, requests of the Associate Dean's time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Associate Dean.
Qualifications
High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Experience in a large and complex organization, working as a senior executive/coordinator assistant in the private or public sector preferred.

Excellent organizational and multitasking skills and ability to work under pressure of deadlines. Ability to prioritize assignments and work independently without ongoing direction. Ability to maintain accuracy and attention to detail. Ability to exercise a high level of tact and discretion in developing and maintaining collaborations with senior level academic, industry and community leaders. Must have an understanding of the current business atmosphere and be able to exercise sound judgement with the ability to act decisively, independently, and with sound reasoning. Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings. Ability to effectively use Word, Excel, PowerPoint, and Outlook at an intermediate level. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
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Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.