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Executive Assistant to the Vice President

3 months ago

Port Coquitlam British Columbia VB, Greater Vancouver, Canada Vancouver Fraser Port Authority Full time
Executive Assistant to the Vice President

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 Assistant to the Vice President is responsible for providing senior executive administrative support for the vice president in a manner that reflects organizational values.

What you do:

  • Maintain executive appointment calendars to coordinate meetings, appointments, and commitments.
  • Ensure other executive assistants are included in communication where matters and calendar scheduling are relevant to other executives.
  • If requested by the executive, monitor emails and voicemails to ensure timely and appropriate response.
  • Bring forward calendar items for follow-up and/or action, issue reminders and follow up on responsibilities.
  • Arrange appointments and organize internal and external meetings and events, including booking meeting rooms/venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials.
  • Assemble and prepare reports, documents, briefs, and support materials for meetings.
  • Organize agendas and notifications on behalf of executives.
  • Research, compose, proofread, and format correspondence, presentations, and spreadsheets as required.
  • Provide general assistance to all staff and visitors, screen and respond to telephone inquiries, and redirect information as appropriate.
  • Liaise with travel agents to determine flight schedules, hotel bookings, and prepare travel documents and materials.
  • Handle routine matters on own initiative and redirect inquiries to appropriate departments.
  • Review and process mail while instituting effective and discreet handling of sensitive documentation.
  • Prepare and monitor departmental budgets including the preparation of submissions, contracts, purchase orders and processing of payments.
  • Provide back-up support within the executive assistant team, ensuring appropriate executive support.

What you bring:

  • Completion of a certificate in management or another acceptable certificate.
  • A minimum of 2 years related senior executive assistant experience.
  • Must be proficient in MS Word, Excel, PowerPoint, and Outlook.
  • Professional, collaborative, self-motivated individual with excellent interpersonal skills.
  • Ability to exercise good judgment in recognizing the scope of authority and protecting confidential information.
  • Must have excellent written and verbal communication skills, with a keen attention to detail.
  • Must be a team player with a "customer service" focus.
  • Excellent organizational skills, ability to prioritize, and flexibility to perform multiple tasks is required.

What we offer:

  • 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, Permanent, 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 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 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

As a Canada Port Authority governed by the Canada Marine Act, our mandate is to responsibly facilitate Canada’s trade through the Port of Vancouver, the country’s largest port.

Our Mission

Our mission is to enable Canada’s trade objectives, ensuring safety, environmental protection and consideration for local communities.

Our Vision

Our vision is for the Port of Vancouver to be the world’s most sustainable port.

Our Definition Of A Sustainable Port

A sustainable port delivers economic prosperity through trade, maintains a healthy environment, and enables thriving communities through collective accountability, meaningful dialogue and shared aspirations.

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