Jobs in Canada

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Added 38 mins ago
YI
Director of Transportation
YM INC.
Toronto, ON
- Full-time
The Director of Logistics has expertise in all areas of transportation (including ground, sea, line hauls) and is responsible for planning and directing logistical operations to retail…
Added 38 mins ago
Director, Finance
WF Group Inc.
Kitchener, ON
The Director, Finance leads the day-to-day operations of the Finance function - financial planning & analysis, accounting, treasury, reporting, and controls - ensuring the organization's…
Added 1 hour ago
HC
Director of Facilities & Capital Infrastructure
Hastings County
Belleville, ON
- Full-time
Hastings County is in accepting applications for a permanent full-time Director of Facilities & Capital Infrastructure. This is a non-unionized position reporting to the Chief…
Added 1 hour ago
UO
Senior Project Officer
University of Victoria
Victoria, BC
- Full-time
Reporting to the Associate Director, Institutional Programs, the Senior Project Officer provides strategic project management, financial planning, and advisory services in support of major…
Added 1 hour ago
UO
Manager of Partnerships
University of Victoria
Victoria, BC
- Full-time
Reporting to the Director of the Kula: Library Futures Academy, the Manager of Partnerships provides leadership and critical capacity for developing, coordinating, operationalizing, and…
Added 1 hour ago
Financial Advisor
The Government of Nova Scotia
Halifax, NS
Reporting to the Director, Financial Services, the Financial Advisor coordinates and delivers financial advisory services across divisions and supports corporate-wide financial management…
Added 1 hour ago
B
Managing Director, Projects and Operations
BGIS
Toronto, ON
- Full-time
Experience with emergency project management and incident response.
Added 1 hour ago
TI
HR Generalist
Transpharmation Inc
Fergus, ON
- Full-time
- Temporary
Reporting to the HR Director who works in the UK requires the ideal candidate to be self driven and experienced.
Added 1 hour ago
S
Explorer | Qualitative Research Director | Ontario
Savanta
ON
- Full-time
Project Management & Quality: Coordinate projects involving multiple projects simultaneously, set out vision and objectives for junior staff, review outputs to ensure quality, and link…
Added 2 hours ago
RM
Manager - Diagnostic Imaging
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
- Full-time
Experience in project management, procurement, budgeting, and operational planning.
Added 2 hours ago
EM
Strategist, Marketing
EKU Master of Public Administration Program
Richmond, BC
- Full-time
5% - Collaboration & Project Managemen Works with Admissions, Enrollment Management, Student Success, and other campus partners to ensure marketing efforts support institutional priorities.…
Added 2 hours ago
J
Project Manager (Mining)
JobsMedia.io
Montreal, QC
- Full-time
Our client, a recognized company in the mining sector, is looking for a Project Director to lead the planning, execution and delivery of large-scale mining projects, from the design phase…
Added 2 hours ago
RM
M.L.T. Charge - Quality
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
- Full-time
Reporting to the a Integrated Director Laboratory Services, is responsible for the implementation, maintenance and improvement of the quality management system and Hospital Point of Care…
Added 2 hours ago
C
Business Development Manager
CBRE
Vancouver, BC
- Full-time
Global Workplace Solutions (GWS) Local is a hard services-led, tailored facility management solution. We self-perform hard services while partnering with best-in-class soft service…
Added 3 hours ago
RS
Promotions Producer
Rogers Sports & Media
Mississauga, ON
- Full-time
Work collaboratively with a Creative Director, Art Directors and a team of promo producers on industry-leading creative
Added 3 hours ago
NB
OTC Regulatory Project Advisor
National Bank of Canada
Montreal, QC
- Full-time
Within the CMO – Regulatory Project team, you are part of a group of 11 colleagues and report to the Senior Director, Regulatory Project. Our team stands out for its expertise in…
Added 4 hours ago
IE
Analyst, Business
IMAX Enhanced | Streaming & Consumer Technology
Mississauga, ON
- Full-time
IMAX is seeking a Business Analyst to bridge business functions, technology teams, data teams, project management, and senior leadership in defining and delivering technology-enabled…
Added 4 hours ago
IE
Manager, Supply Chain & Innovation
IMAX Enhanced | Streaming & Consumer Technology
Mississauga, ON
- Full-time
The Manager, Supply Chain Analytics & Innovation reports to the Senior Director, Supply Chain Operations and partners with Supply Chain leaders to identify, design and implement…
Added 5 hours ago
TC
Marketing Communications Coordinator
The Clarice Smith Performing Arts Center
Montreal, QC · Urban agglomeration of Montreal, QC
- Full-time
…priorities of the School of Music (SOM) and reports to the Director of Marketing and Communications for the Performing Arts. The MCC provides marketing communications support to the unit…
Added 6 hours ago
RB
Senior Manager, Debit eCommerce
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Toronto, ON
- Full-time
This role requires in-office attendance four days per week, with one day of flexibility for remote work
Added 7 hours ago
B
Managing Director, Projects and Operations
BGIS
Toronto, ON
- Full-time
Experience with emergency project management and incident response.
Added 7 hours ago
H
Business Partner - SHA-Provincial-Transformation Mgmt Off DIR
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Added 8 hours ago
Promotions Producer
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Mississauga, ON
Work collaboratively with a Creative Director, Art Directors and a team of promo producers on industry-leading creative
Added 8 hours ago
R|
Executive Assistant
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
…leadership. It does not require implementation science expertise, project management training, or independent research…
Added 8 hours ago
R|
ACCESS ALS Program Development Manager
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Temporary
Alongside Director of Operations, liaises with team members and entities implicated in the research project on a variety of subjects, such as communications, reporting and organization of…

University of British Columbia

Executive Assistant

Kelowna, BC, Canada

$4,756.11 to $5,802.73 CAD / month · Full-time

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Job details

Pay: $4,756.11 to $5,802.73 CAD / month
Job type: Full-time
Posting language: English
Posted: Oct 26, 2026

Original job description

Job Title

Executive Assistant

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 3

Job Family Group

Staff - Non Union

Department

UBCO | Senior Leadership | Human Resources

Compensation Range

$4,756.11 - $5,802.73 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 8, 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

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 Description Summary

This position provides confidential administrative support to Managing Director Human Resources and administrative support to the department of Human Resources (HR) at the UBC Okanagan campus. In addition, this position provides general administrative support to Advisory Services, Compensation and Workplace Learning & Engagement (WLE) within the department of Human Resources (HR) at the UBC Okanagan campus.

This position schedules meetings, appointments, manages and disseminates information, coordinates, reviews and processes expenses, composes complex correspondence, supports learning events, takes confidential minutes, maintains document management systems and makes travel arrangements.

This position is expected to organize and complete administrative tasks that requires strict confidentiality and knowledge of department routines and the operation of the UBC Okanagan campus. This position will provide a high level of understanding and initiative in all administrative areas.

Organizational Status

This position reports to the HR Managing Director and/or designate and takes direction from other senior staff in the department.

Work Performed

Leadership Support

Acts as confidential administrative assistant to the HR leadership team.
Screens incoming materials (e-mail, phone calls, and posted mail), exercising judgement as to whether matters require urgent attention and prioritizing and referring matters for reply or additional information to the Managing Director.
Composes complex correspondence containing authoritative information as required.
Coordinates, assembles and maintains a "bring forward" system to follow up on commitments, correspondence, meetings and deadlines for the Managing Director and Director.
Manages the Managing Director's calendar, and where appropriate, other team members’ calendars. Determines urgency and importance of requests for appointments, meetings and functions. Navigates changing priorities in scheduling and resolves scheduling conflicts, ensuring these are handled in a way that maintains positive working relationships. Exercises a high degree of autonomy, tact, diplomacy and discretion when scheduling and rescheduling meetings.
Manages and maintains a case management system for the labour relations team. Ensures updated, accurate records that can be used for annual case statistics.
Liaises with senior leaders, both inside and outside of Human Resources on a regular basis to obtain and share information required to prepare for meetings.
Coordinates attendance and preparations for regular occurring meetings that are chaired by the Managing Director. This includes liaising with attendees, arranging room bookings, organizing catering, preparing agendas, documents/reports and presentations, providing AV support, and taking notes.
Coordinates all travel arrangements for the Managing Director and the HR team.
Processing travel and expense reimbursements and credit card business expense reconciliations.
Provides administrative and coordination support for the BCGEU Joint Union Management Committee (JUMC) and the Joint Job Evaluation Committee (JJEC), including scheduling meetings, preparing and distributing meeting materials, tracking and maintaining records of activities and decisions, filing relevant documentation, and communicating meeting outcomes and follow up items to appropriate stakeholders.
May take minutes at confidential meetings (including labour relations) as required.
Provides special project administrative support as required.

Unit Administration

Maintains and updates HR Website and social media sites.
Coordinates recruiting, onboarding and off boarding activities on behalf of the Managing Director, including scheduling interviews and onboarding of new employees to the team.
Coordinates team meetings and events.
Files and maintains the department’s confidential records ensuring a robust file management system is in place.
Coordinates purchase orders, invoice payments, travel and expense reimbursements and credit card reconciliations.
Maintains office equipment, supplies and inventory for the HR department.
Provides vacation coverage for other members of the administrative team.
Files and maintains the department’s confidential records including compensation and classification records.

Workplace Learning & Engagement Support

Provides administrative support for WLE hosted events, workshops and consulting sessions. Coordinates room bookings, catering, tracking registrants and attendees, prepares resource materials. Provides online and on-site event setup and logistics support
Curates on demand and blended learning that aligns with learning outcomes and offerings
Provides program administration and support to a variety of programs and events such as:
- Recognition activities
- Staff Awards of Excellence
- Length of Service Awards
- Orientation & Onboarding
- Leadership Programs
Liaises with vendors/suppliers on and off campus to negotiate prices; such as print materials, catering, etc.
Performs other related duties as required.

Consequence of Error/Judgement

Errors in event coordination may have negative impact on the time of the HR staff and may result in damage to the image of the services in the university community. It may cause delays in re-integrating employees to the workplace as response to issues are very time sensitive, delay could result in prolonged injury or illness and affect the operations of the university. Errors in reporting could lead to inappropriate decision making at higher levels.

Supervision Received

Work is carried out under the direction of the Managing Director HR. Performs familiar duties independently and in accordance with established procedures. Is expected to carry out work assignments with confidentiality given overall outcome expectations and without the need for ongoing instruction and supervision.

Supervision Given

May provide training of replacement staff to cover vacation and sick leave periods.

Qualifications

High school graduation and two years post-secondary education in office administration.
Four (4) years related experience or the equivalent combination of education and experience.
Experience providing executive level administrative assistance preferably in a post-secondary environment.
Experience coordinating events and functions.
Intermediate to advanced computer experience is required, with knowledge of website content management programs, excel, and word preferred.
Flexibility and adaptability to changing department and campus needs.
Ability to perform word processing at 60 words per minute.
Ability to exercise a high level of tact and discretion.
Ability to maintain confidentiality for all HR business.
Demonstrated written and oral communication skills.
Ability to compose correspondence and prepare reports in clear concise business language and to draft more complex correspondence for signature.
Proficiency with professional terminology, technical or scientific vocabulary as required for the job.
Ability to deal with circumstances and information that may be difficult or emotionally charged.
Demonstrated organizational skills with ability to prioritize and work effectively under pressure to meet deadlines.
Ability to maintain accuracy and attention to detail.
Ability to work both independently and as a committed team player.
Ability to multi-task and to work effectively under pressure within deadlines and fluctuating levels of demand.

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More about this job

Responsibilities

Provides confidential executive and departmental administrative support to Human Resources leadership, including calendar and meeting coordination, correspondence, travel, expenses, records, and committee administration. Supports HR events, learning programs, recruitment and onboarding activities, and general office operations.

Requirements

Requires high school graduation, two years of post-secondary education in office administration, and four years of related experience or an equivalent combination of education and experience. Candidates should have executive administrative and event coordination experience, strong computer and communication skills, discretion, accuracy, and the ability to manage competing priorities.

Skills

Executive Administrative Support
Confidentiality
Calendar Management
Meeting Coordination
Event Coordination
Travel Arrangements
Expense Processing
Correspondence Writing
Records Management
Website Content Management
Microsoft Excel
Microsoft Word
Communication
Organization
Prioritization
Attention To Detail

Visa sponsorship

Not detected in the job text

Keywords

Executive Administrative Support
Human Resources
Confidential Records
Calendar Management
Meeting Coordination
Complex Correspondence
Bring-Forward System
Case Management System
Labour Relations
Travel Arrangements
Expense Reimbursements
Credit Card Reconciliation
Purchase Orders
Invoice Payments
Website Content Management
Social Media
Recruitment
Onboarding
Offboarding
Workplace Learning And Engagement
Event Logistics
Learning Programs
Microsoft Excel
Microsoft Word
AV Support
Records Management
Meeting Minutes
Vendor Coordination

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Work requirements

Jobs in Canada