Administrative Assistant, Business Development

Administrative Assistant, Business Development Reporting to the VP, Business Development, the position involves efficiently managing scheduling activities, providing comprehensive support for meetings and events, ensuring timely correspondence, tracking budgets, maintaining filing systems, preparing reports, supporting committees, collaborating across the organization, and offering backup assistance as needed. Position Accountabilities Provide administrative task support and efficiently manage scheduling, including coordinating appointments and meetings, tracking team schedules, and ensuring timely attendance. Support various types of meetings by preparing and distributing materials, recording minutes, and tracking action items. Assist in planning, hosting, and providing support for events and delegations, handling correspondence and ensuring prompt responses. Track and report raw data, sharing it with the team for analysis and reporting as required. Track and reconcile departmental budgets, assist team leadership with expense claims, and accurately code invoices for processing. Maintain organized filing systems, including archiving and transferring files as needed. Collaborate with relevant stakeholders to coordinate and compile data for comprehensive reports for management. Provide dedicated support to various committees, facilitating meetings, preparing agendas and materials, and documenting discussions and decisions. Collaborate with colleagues across the organization to ensure seamless operation and support; act as a liaison between departments to facilitate communication and coordination of activities, contributing to overall success of initiatives. Serve as a reliable point of contact and offer backup support to Functional Specialists, Analysts, Receptionists, and other Administrative Assistants during high workload periods, absences, or emergencies, ensuring uninterrupted workflow. Complete any other tasks as assigned by the supervisor. Book or arrange travel for executives and directors when required, coordinating logistics, accommodations, and itineraries. Working Conditions Works predominately in an office environment. Regular, full-time position (37.5 hours per week). Working hours are Monday to Friday, 8:00 AM to 4:30 PM with a 1‑hour unpaid lunch break. Job Specifications Formal Education Post‑secondary education. Related Experience One to three years’ experience in industry. Other Requirements Sound knowledge of computers and proficiency in MS Office, especially Outlook, Word, Excel, and PowerPoint. Thrives in a high‑paced, entrepreneurial environment. Embraces and thrives on change. Good spoken and written communication skills. Strong analytical, problem‑solving, and organizational skills. Excellent customer service skills. Able to work on multiple tasks concurrently and handle changing priorities effectively. Enthusiastic, self‑motivated, works well individually and in a team environment. Attention to detail. Relationship‑building skills; able to establish and maintain effective working relationships with employees at all levels. Self‑directed individual. Demonstrates commitment to the Port’s Vision and Mission. Able to obtain security clearance under Transport Canada’s Security Clearance Program. Possess a valid Class 5 BC Driver’s Licence. The base salary range for this role is $64,776.00 – $80,969.00. Equity, Diversity, Inclusion, and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. If you need accommodations or special assistance throughout the interview process, please submit a request by email to careers@rupertport.com. Indigenous applicants are strongly encouraged to apply. Seniority Level Entry level Employment Type Full‑time Job Function Business Development and Sales Industries Maritime Transportation #J-18808-Ljbffr