Job Information
Port of Vancouver Executive Assistant to the Vice President in Vancouver, British Columbia
JOIN US IN ENABLING TRADE THROUGH CANADA'S LARGEST PORT.
The Vancouver Fraser Port Authority is an arm’s-length federal agency responsible for the shared stewardship of the lands and waters that make up the Port of Vancouver, Canada’s largest port. Our mandate, as outlined in the Canada Marine Act, is to enable Canada’s trade objectives on behalf of all Canadians, ensuring the safe movement of goods through the Port of Vancouver while protecting the environment and considering local communities.
As an organization with a significant impact on communities and businesses across Canada, the Vancouver Fraser Port Authority is dedicated to diversity, inclusion, and sustainability. We strive to create a workplace that mirrors the richness of our community, empowering all employees to achieve their full potential.
The Executive Assistant to the Vice President is responsible for the senior executive administrative support for the vice president in support of divisional and organizational objectives in a manner that reflects organizational values.
Whatyou do:
Maintain executive appointment calendars to coordinatemeetings, appointments, and commitments; excellent understanding of theexecutive team, and an ability through this understanding to decide whichscheduled events or meetings are most appropriate allocation of the executive’stime.
Ensure other executive assistants are included incommunication where matters and calendar scheduling are relevant to otherexecutives.
If requested by the executive, monitor emails andvoice mails to ensure timely and appropriate response.
Bring forward calendar items for follow up and/oraction, issue reminders and follow up on responsibilities.
Arrange appointments and organize internal andexternal meetings and events, including but not limited to booking meetingrooms/venues, video conferencing, arranging catering, purchasing gifts, andpreparing meeting materials. Prepare and mail invitations and coordinate rsvp.Communicate details to participants. Take minutes and note action items atmeetings and distribute to participants.
Assemble and prepare reports, documents, briefs, andsupport materials for meetings.
Organize agendas and notifications on behalf of executives.
Research, compose, proofread, and formatcorrespondence, presentations, and spreadsheets as required.
Provide general assistance to all staff and visitors,screen and respond to telephone inquiries, and redirect information asappropriate on behalf of the executive.
Liaise with travel agent to determine flightschedules, hotel bookings; arrange appointments and meetings; prepare traveldocuments and materials.
Handle routine matters on own initiative and redirect enquiriesto appropriate departments.
Review and process mail while instituting effectiveand discreet handling of sensitive documentation.
Prepare and monitor departmental budgets including thepreparation of submissions, contracts, purchase orders and processing ofpayments. Coordinate purchases using corporate credit cards.
Administer “C” submission process in line with thedelegation of authority.
Provide back-up support within the executive assistantteam, ensuring appropriate executive support. Participate in cross training ofexecutive assistant team to ensure appropriate leave coverage.
Receive coordination and guidance from seniorexecutive assistant as necessary or required.
Annually attend own divisional business retreats.
What you bring:
Completion of a certificate in management oranother acceptable certificate.
A minimum of 2 years related senior executiveassistant experience.
Must be proficient in MS Word, Excel,PowerPoint, and Outlook.
Professional, collaborative, self-motivatedindividual with excellent interpersonal skills, including tact, diplomacy andthe ability to liaise effectively and positively with both staff and outsidecontacts.
The ability to exercise good judgment inrecognizing the scope of authority and protecting confidential information isessential.
Anticipate, understand, and respond to theneeds of internal and external contacts to meet organizational objectives.
Must have the ability to work independently.
Must have excellent written and verbalcommunication skills, with a keen attention to detail.
Must be a team player with a "customerservice" focus.
Excellent organizational skills, ability toprioritize, and flexibility to perform multiple tasks is required.
What we offer:
Market-competitive basesalaries and variable incentive plan
Generousand inclusive benefits offering including retirement benefits plan
Earned time off program
Paid vacation andpersonal care leave
Learning, development,and advancement opportunities
Onsitegym with towel service in a national landmark in the heart of Vancouver’swaterfront
Friendly, unique, andrespectful workplace
Location: Vancouver, Canada
Job type: Exempt, Full-Time, Permanent, In-Office
Working environment: Normal office conditions.
Marinetransportation security clearance
The incumbent may be required to obtain and maintain a valid marine transportation security clearance as this position is required to access restricted areas/information as defined by the marine transportation security regulations.
This is Canadian-based employment,and it is expected that all employees maintain legal entitlement to work inCanada. Applicants selected to move forward in the hiring process may besubject to background checks, including but not limited to criminal record,credit, and/or reference checks.
At the Vancouver Fraser Port Authority, we are dedicated toemployment equity and a workplace reflective of the diversity of our portcommunity. We welcome applications from all qualified candidates includingwomen, persons with disabilities, Indigenous peoples, and members of visibleminorities. Reasonable accommodation can be provided in the selection processand while working with the port authority. If you require support applying toour openings, please contact us at careers@portvancouver.com .
We recognize and acknowledge that we are located on the traditionalterritories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ(Tsleil-Waututh) Nations. To learn more about our indigenous relations andcommitment to reconciliation, please visit our website (https://www.portvancouver.com/community/indigenous-relations/) .