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Administrative Assistant

3 months ago

Vancouver Metro Vancouver Regional District, CA Vancouver International Full time

YVR is a place of connection, bringing together people, places and cargo while ensuring a safe and efficient experience for everyone. Passenger Experience is an integral part to of YVR’s mission of delivering a memorable travel journey for our guests. The Passenger Experience team drives effortless travel for our guests, while also providing an experience that is reflective of YVR, the partnership with Musqueam and commitment to service excellence.

Position overview

Are you independent, diligent, proactive, and fun? We have a full-time, permanent opportunity for an Administrative Assistant in the Passenger Experience Department. Reporting to the Director, Passenger Retail Experience, this role will provide administrative duties including budget management, contract management, business planning, preparing reports and maintaining appropriate filing systems, while maintaining a high level of confidentiality.

Key responsibilities include:

  • Manage and provide administrative support for Directors in areas including, but not limited to: manage calendar, schedule meetings and travel arrangements, invoice processing, department inventory and purchases, document filing (electronic and hard copies).
  • Coordinate internal and offsite meetings, through liaising with internal and external stakeholders, including arrangement of equipment and catering (if required), and securing training facilities and accommodations.
  • Create and prepare correspondence, such as meeting minutes, PowerPoint presentations, reports, agendas, and letters/email.
  • Assist the team in providing suppliers and service providers with releases and follows up to ensure receipt.
  • Maintain logs and coordinate updates of KPIs for Passenger Experience team.
  • Assist with coverage of other Administrative Assistant or Directors during absences.

Key qualifications include:

  • At least two years’ recent, related experience, supplemented by completion of Highschool plus one to two years of post-secondary schooling, including trades apprenticeships (Office Administration/Office Assistant Program); or an equivalent combination of training and experience.
  • Excellent working knowledge of MS Office (Excel, Word, PowerPoint) suite of software and extensive experience working with databases, including ability to learn other software such as Maximo and other systems as required.
  • Experience working with ERM software (Airs, Maximo, Oracle) managing budgets is required.
  • Ability to multi-task and work under pressure as well as keep priorities and deadlines clear.
  • Ability to recognize systems or processes that may need to be updated and the ability to bring new initiatives or different processes to the team.

This position is open to both Vancouver Airport Authority employees and external applicants. Previous job performance will be taken into consideration for all internal candidates that apply for this position.

As part of our recruitment process, short-listed candidates may be required to participate in an assessment process.

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