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Added 8 mins ago
OG
Residential Maintenance Administrator
Onni Group of Companies
Vancouver, BC
- Full-time
Assist the Residential Maintenance Team & Special Projects Manager, Vice President and the Director with expense reports, including collecting receipts, reconciling expenses, and…
Added 8 mins ago
M
Technical Program Management Analyst
Mastercard
Toronto, ON
- Full-time
This entry-level role is designed to build foundational program management skills, with hands-on exposure to cross-functional technology delivery. This role reports to the Director of…
Added 8 mins ago
IF
Manager, Legal Claims
Intact FC
Dartmouth, NS
- Full-time
Lead or participate in project-based work as assigned by the Director and/or VP Legal Claims.
Added 8 mins ago
TO
Manager, Roads and Stormwater Operations Maintenance
Town of Caledon
Bolton, ON
- Full-time
Reporting directly to the Director, Public Works, this role is responsible for the overall leadership, management, and delivery of maintenance activities, contracts, and services to the…
Added 22 mins ago
UO
Manager, Animal Care Operations
University of Ottawa
Ottawa, ON
- Full-time
…vivarium, procedural, and surgical space. Reporting to the Senior Director, Animal Care and Veterinary Services, the incumbent is accountable for the operational leadership and management…
Added 22 mins ago
WO
Organizational Development Coordinator
William Osler Health System
Brampton, ON
- Contract
Coordinating and scheduling multidisciplinary meetings, events and engagements with program admins across the organization
Added 22 mins ago
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Manager, Events
Glenbow
Calgary, AB
- Full-time
Reporting to the director, commercial services, the manager, events is responsible for the day-to-day leadership and operational excellence of Glenbow’s venue rental program, positioning…
Added 22 mins ago
VC
Regional Program Medical Director - Primary Care, Home and Community Health
Vancouver Coastal Health
Vancouver, BC
- Full-time
Come work as a Regional Program Medical Director with Vancouver Coastal Health (VCH)!
Added 22 mins ago
WO
Organizational Development Coordinator
William Osler Health System
Brampton, ON
- Contract
Coordinating and scheduling multidisciplinary meetings, events and engagements with program admins across the organization
Added 22 mins ago
I
Directeur, Services juridiques - Indemnisation
Intact
Dartmouth, NS
- Full-time
Lead or participate in project-based work as assigned by the Director and/or VP Legal Claims.
Added 22 mins ago
IP
Director of Early Learning & Development
Ivy Prep Early Learning Academy
AB · Edmonton, AB
- Full-time
Ivy Prep-Early Learning Academy has an opportunity for an experienced Director of Early Learning & Development to join our growing team. We are seeking a dynamic and visionary individual to…
Added 22 mins ago
AL
Compliance Manager
ARAG Legal Solutions Inc. (Canada)
Toronto, ON
- Full-time
Reporting to the Director, Legal and Compliance, the Compliance Manager will support the day-to-day delivery of the Compliance program for a federally and provincially licenced Property &…
Added 23 mins ago
E
Assistant Director of Care (ADOC) - Full Time (FT) - Tuxedo Villa - Bonuses Available
Extendicare
Winnipeg, MB · LTC - Tuxedo Villa (Corydon Ave.)
- Full-time
Reporting to the Director of Care, the Assistant Director of care (ADOC) is a highly skilled leader who contributes to Extendicare’s purpose of Helping People Live Better by supporting and…
Added 23 mins ago
Director, Strategic Planning
Kia Corporation
Mississauga, ON
The Director, Strategic Planning is responsible for leading the company's strategic direction in Canada, overseeing corporate strategy, product planning, commercial performance, digital…
Added 23 mins ago
Project Manager
EBC Inc.
Mississauga, ON
direction of a Project Director and\or Senior PM under the VP - Construction;
Added 23 mins ago
Human Resources Business Partner - People Services
Nova Scotia Health and IWK Health
Yarmouth, NS
Reporting to the Western Zone People Services Director and working closely with the Senior Human Resources Business Partner and western zone Employee and Labour Relations manager the HRBP…
Added 23 mins ago
Consultant, Continuous Improvement
Nova Scotia Health and IWK Health
Halifax, NS
Department/Program: Integrated Youth Services, Mental Health And Addictions
Added 37 mins ago
HP
Assistant Director of Care (ADOC) – Full-Time
Hawthorne Park Care Centre
Toronto, ON
- Full-time
The Assistant Director of Care (ADOC)/ Clinical Director of Care (CDOC) reports to the Director of Care and is responsible for the overall provision of care and services to residents,…
Added 37 mins ago
ML
Hospitality Director
MAPLE LEAF LOUNGE
Toronto, ON
- Full-time
…transparency legislation. Further details regarding our total rewards program will be shared by the Talent Acquisition team during the hiring process. Canadian work experience is not a…
Added 52 mins ago
I
Specialist – Technical project integration
Innergex
Longueuil, QC
- Full-time
…Construction Department and provides recommendations to the Senior Director - Construction on technical, contractual, design, commissioning, and operational readiness…
Added 52 mins ago
AA
Service Manager
Alberta AG Centre
Dunmore, AB
- Full-time
Reporting to the Director of After Sales, the Service Manager provides leadership and accountability to Alberta AG Centre’s Service Department. This position is responsible for the overall…
Added 52 mins ago
K
Change Management Manager
Kelly
Toronto, ON
- Contract
Experience leading enterprise-wide transformation initiatives at a Director or senior leadership level
Added 52 mins ago
BF
Leader de site Qualité/ Quality Site Lead
Bell Flight
Mirabel, QC
- Full-time
Added 52 mins ago
SS
Temporary Part time evening Registered Practical Nurse
Sienna Senior Living
Barrie, ON
- Part-time
Reporting to the Director of Care, the Registered Practical Nurse is a critical role within our communities as it impacts the lives of residents.
Added 53 mins ago
SS
Temporary Part time evening Registered Practical Nurse
Sienna Senior Living
Barrie, ON
- Part-time
Reporting to the Director of Care, the Registered Practical Nurse is a critical role within our communities as it impacts the lives of residents.

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
Apply by: Nov 9, 2026
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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