Executive Administrative Assistant, Human Resources

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

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 Summary
This position provides confidential administrative and operational support to the Human Resources department. The role supports a broad range of HR functions, programs, and initiatives while providing high-level administrative support to department leaders and the HR team.  

This position serves as a key resource for employees, managers, and stakeholders, helping to coordinate HR operations, maintain records and systems, support events and programs, and ensure the efficient delivery of administrative services for the human resources office.  
Organizational Status
This position reports to the HR Managing Director and/or designate and takes direction from the WLE Consultant and the Manager of Workplace Health & Wellbeing. 
Work Performed
HR Administration and Program Support  

• Provides administrative support across a variety of Human Resources programs and services.  
• Maintains accurate and confidential employee and departmental records.  
• Responds to inquiries from employees, managers, and external stakeholders, providing information and directing requests as appropriate.  
• Supports HR processes related to onboarding, leaves, accommodations, return to work, wellness initiatives, employee relations, talent programs, and other departmental activities.  
• Assists with data collection, tracking, reporting, and analysis of HR activities and trends.  
• Prepares reports, correspondence, presentations, and other documents.  
• Supports the administration of HR systems and databases, ensuring information is accurate and up to date.  
• Assists with departmental communications, resource materials, and employee information.  

Administrative Support to HR Leadership  

• Provides confidential administrative support to HR leaders.  
• Coordinates calendars, meetings, appointments, and travel arrangements.  
• Prepares agendas, briefing materials, reports, and presentations.  
• Tracks action items, deadlines, and priorities.  
• Coordinates expense processing and other administrative transactions.  
• Liaises with internal and external stakeholders on behalf of HR leadership.  

Employee Programs and Events  

• Supports the planning and administration of employee programs, recognition initiatives, wellbeing programs and initiatives, professional development activities, onboarding programs, and engagement events.  
• Coordinates event logistics, registrations, communications, venues, and materials.  
• Assists with the development and distribution of promotional and informational materials.  
• Maintains records and documentation related to departmental programs and initiatives.  

Office Operations and Team Support  

• Serves as a primary point of contact for the HR office.  
• Coordinates meetings, workshops, committees, and special projects.  
• Maintains departmental filing systems, websites, records, and shared resources.  
• Manages office supplies, equipment, and workspace needs.  
• Supports onboarding and orientation activities for new employees.  
• Assists with information requests, documentation, and administrative processes.  
• Identifies opportunities to improve administrative procedures and support efficient office operations.  
• Coordinates and processes bill payments for the department.  
• Performs other 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. Errors in program administration to WRAP cases can lead to delays in effective intervention and decision-making, resulting in prolonged injury, illness, or absence from work.  
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
None.
Minimum Qualifications

• High school graduation, plus 2 years of post-secondary education, plus 4 years of related experience; or the equivalent combination of education and experience.  
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own 
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion 

Preferred Qualifications

• Demonstrated administrative experience in a Human Resources, post-secondary, public sector or professional office environment.  
• Experience supporting multiple stakeholders and coordinating a variety of activities and projects is preferred.  
• Excellent organizational, planning, and coordination skills.  
• Ability to handle highly confidential information with discretion and professionalism.  
• Strong written and verbal communication skills.  
• Excellent attention to detail and accuracy.  
• Strong customer service and relationship-building skills.  
• Ability to work independently and collaboratively in a team environment.  
• Ability to manage multiple priorities and meet deadlines in a fast-paced setting.  
• Proficiency with Microsoft Office Suite and other administrative systems and technology tools.  
• Sound judgment, problem-solving skills, and initiative.