Executive Assistant, Office of Creative and Communications
On-site · Vancouver, British Columbia, Canada
Job Summary
Executive Assistant to the Office of Creative and Communications provides administrative and operational support to the Executive Director and the Office of C&C across the Faculty of Medicine and UBC Health. The role requires high discretion in handling confidential matters, manages calendars, screening requests, coordinates travel, room bookings, catering, and A/V needs, processes invoices and payments, coordinates committee meetings, prepares minutes and action-tracking reports, and supports procurement, budgeting, and stakeholder communication. Strong organizational, problem-solving, planning and analytical skills, excellent English writing and verbal communication, and the ability to work independently and as part of a team are essential. The position emphasizes coordinating materials for projects and meetings, maintaining vendor and partner networks, and ensuring timely and compliant financial processes within university policies.
Required Qualifications
- High School graduation, plus one year of post-secondary education, plus four years of related experience
- Administrative experience in a large and complex organization
- Knowledge of University policies, procedures, governance and administrative systems preferred
- Proactive and able to manage conflicting priorities with the ability to advise and direct resolutions
- Excellent written and verbal communication in English
- Ability to work independently and as part of a team
- Discretion and ability to handle highly confidential information
- Proven organizational, problem-solving, planning and analytical skills
- Ability to manage multiple tasks and priorities
- Ability to facilitate groups and coordinate travel and events
- Experience in managing procurement and financial processes (invoices, expenses, budgets)
- Experience coordinating materials, reports and stakeholder communications
- Commitment to equity, diversity and inclusion
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