Executive Office Assistant

1 month ago

Vancouver Metro Vancouver Regional District, CA Vancouver Fraser Port Authority Full time
Executive Office Assistant (rep term for a period up to December 2, 2024)

JOIN US IN CHARTING A COURSE TO A MORE SUSTAINABLE FUTURE

Join an organization that plays a critical role in Canada’s economy. At the Vancouver Fraser Port Authority, we focus on doing the incredible work it takes to become the world’s most sustainable port.

The Vancouver Fraser Port Authority is responsible for the stewardship of the Port of Vancouver, Canada’s largest and most diversified port. Our mandate as a Canada Port Authority, as set out by the Canada Marine Act, is to enable Canada’s trade objectives, ensuring goods are moved safely and responsibly through the Port of Vancouver.

We are committed to diversity, inclusion, and sustainability. We believe in creating a workplace that reflects the richness of our community and empowers all employees to reach their full potential.

The Executive Office Assistant supports the work of the president’s office by providing confidential administrative support to the senior executive assistant to the president and the chair, as well as vacation relief for the executive leadership team’s executive assistants.

What you do:

  • Support the work of the president’s office and provide coverage for executive assistants during peak periods.
  • Ensure executive assistants are included in communication relevant to matters and calendar scheduling.
  • Monitor emails and voice mails as requested by the executive to ensure timely responses.
  • Maintain executive appointment calendars with a thorough understanding of priorities.
  • Arrange appointments and organize internal and external meetings and events.
  • Ensure communication with all levels of VFPA and customers complies with corporate directives and policies.
  • Organize agendas and notifications on behalf of the executive.
  • Prepare and mail invitations, coordinate RSVPs, and communicate event/meeting details to participants.
  • Provide general assistance to staff and visitors, screen and respond to telephone inquiries.
  • Liaise with travel agents to determine flight schedules and arrange travel documents.
  • Review and process mail, ensuring discreet handling of sensitive documentation.
  • Articulate and live the port authority culture and values.
  • Coordinate or participate in corporate-wide events or committees as required.

What you bring:

  • Completion of a certificate in management or another acceptable certificate.
  • Minimum of 2 years related executive assistant experience.
  • Proficiency in MS Word, Excel, PowerPoint, and Outlook.
  • Excellent interpersonal skills, including tact and diplomacy.
  • Ability to exercise good judgment and protect confidential information.
  • Ability to anticipate and respond to the needs of internal and external contacts.
  • Ability to work independently.
  • Excellent written and verbal communication skills, with attention to detail.
  • Team player with a customer service focus.
  • Excellent organizational skills and ability to prioritize tasks.

What we offer:

We offer a robust total rewards package including:

  • Market-competitive base salaries and variable incentive plan.
  • Generous and inclusive benefits offering including retirement benefits plan.
  • Earned time off program.
  • Paid vacation and personal care leave.
  • Learning, development, and advancement opportunities.
  • Onsite gym with towel service in a national landmark in the heart of Vancouver’s waterfront.
  • Friendly, unique, and respectful workplace.

Job type: Exempt, Full-Time, Temporary, In-Office

Working environment: Normal office conditions.

Marine transportation security clearance

The incumbent may be required to obtain and maintain a valid marine transportation security clearance.

This is Canadian-based employment, and it is expected that all employees maintain legal entitlement to work in Canada.

At the Vancouver Fraser Port Authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community. We welcome applications from all qualified candidates including women, persons with disabilities, Indigenous peoples, and members of visible minorities.

About Us
  • Contributes to the competitiveness, growth, and prosperity of the Canadian economy.
  • Organizes marine transportation services that meet port users’ needs at a reasonable cost.
  • Provides a high level of safety and environmental protection.
  • Responds to local needs and priorities.
  • Encourages and considers input from port users and local communities.
  • Re-invests around 90% of our revenues back into trade enabling infrastructure.

Our purpose statement
Enabling Canada's trade by being reliable and innovative, while protecting the environment.

Our values

  • We drive efficiency to optimize performance.
  • We build strong relationships to succeed together.
  • We are customer-focused to deliver on our commitments.
  • We are accountable to find solutions and take the right action.
  • We are one team to achieve our purpose.
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