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Added 5 mins ago
C
Mechanical Engineer
CIMA+
AB · Edmonton, AB
- $110,480 to $151,910 CAD / year
- Full-time
…experience in HVAC, plumbing, and fire protection design. You will lead projects across various sectors, including residential, commercial, industrial, institutional, educational,…
Added 5 mins ago
C
Mechanical Engineer
CIMA+
Calgary, AB
- $110,480 to $151,910 CAD / year
- Full-time
…experience in HVAC, plumbing, and fire protection design. You will lead projects across various sectors, including residential, commercial, industrial, institutional, educational,…
Added 21 mins ago
JI
IT Business Analyst, Halifax
J.D. Irving, Limited
Dartmouth, NS
- Full-time
Are you curious about how technology and processes drive business and innovation? You don’t need to have a technical background to grow into the IT world. If you are motivated by connecting…
Added 35 mins ago
HT
Manufacturing Engineer (Contract)
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 36 mins ago
Analyst, Material Pricing
Celestica International LP
Toronto, ON
…competitiveness. The role requires strong systems skills, SCM expertise, technical inclination, and excellent communication, negotiation, and presentation skills, along with the ability to…
Added 51 mins ago
SM
RQ11681 – Systems Analyst – Senior
S M Software Solutions Inc
Toronto, ON
- Internship
…Administration. The successful candidate will work closely with project teams, business stakeholders, and technical teams to enhance the Workforce Information Network (WIN) system, support…
Added 51 mins ago
HT
Test Engineering Technologist - Process Packaging
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
HT
PD Software for Service
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
HT
Test Engineering Technologist
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
HT
Manager, Internal Controls
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
HT
Designer, Development (Electrical)
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
HT
Software Validation Technologist
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
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Engineering Team Leader (PET HR)
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Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
HT
PD Service - Mechanical
Husky Technologies
Bolton, ON
- Full-time
Present project updates and provide technical input at critical issue meetings with management
Added 51 mins ago
HT
Applications Engineer
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 51 mins ago
Z
Technical Consultant (Custom Software)
Zazz
Canada
- Full-time
Lead the technical conversation. Understand the client's real problem and recommend the right approach, whether mobile, web, integration, AI, custom build, or staff augmentation. Hold your…
Added 51 mins ago
IS
Customer Success Manager - Quebec
InnovMetric Software Inc.
QC
- Full-time
Plan and lead regular customer check-ins and Quaterly Business Reviews to assess progress, align on objectives, and identify opportunities for continued success
Added 1 hour ago
BH
Technician Mechanic II
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Have a technical, high school, vocational school, or associate above, with a major in Mechanical Engineering, Electrical
Added 1 hour ago
TS
Senior Piping Stress Engineer
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Calgary, AB
- Full-time
Participate in design reviews and collaborate with project managers, discipline leads, designers, and clients to resolve technical issues and ensure designs meet project requirements.
Added 1 hour ago
PA
Electrical Designer
Prodomax Automation Ltd.
Barrie, ON
- Full-time
Growth Focus: Demonstrates technical leadership by identifying design efficiencies and takes a lead role on projects. Works towards a Senior level position.
Added 1 hour ago
BT
IT & Innovation Consultant, SR&ED
Baker Tilly Canada
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- Full-time
Lead client interviews with developers, technical leads, project managers, and business owners, asking clear follow-up questions to gather complete and accurate technical information.
Added 1 hour ago
Solutions Engineering Lead, International Upmarket Customers
Toast
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Lead security, IT and compliance reviews. Own vendor security questionnaires, PCI scoping conversations and the technical sections of RFPs.
Added 2 hours ago
AH
Medical Radiation Technologist III
Alberta Health Services
Lethbridge, AB
- Temporary
…radiology department or program/function. You will act as the lead Clinical Preceptor for MRT students and primary liaison to the area Radiologist. Your work can include establishing and…
Added 2 hours ago
Service Manager
Alstom
Montreal, QC
Act as principal O&M interface for customers, maintain effective relationships and lead service reviews
Added 2 hours ago
FS
Quality Assurance Analyst
Frima Studio
Quebec, QC
- Full-time
Support the quality assurance lead, as needed, in project management;

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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