Executive Assistant to The Vice President

2 weeks ago

Vancouver, Canada Port of Vancouver Full time

**BE PART OF THE TEAM THAT BRINGS THE WORLD TOGETHER**

**Job Opportunity: Executive Assistant to the Vice President**

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. That means providing infrastructure and ensuring the safe and efficient movement of marine traffic and cargo within the port. It also means we carry out reviews of proposed activities and developments on federal port lands and waters to determine whether a project can go ahead without impacts to the environment and community that cannot be mitigated. In line with our vision to be the world’s most sustainable port we run a major suite of internationally recognized environmental programs and conduct significant first nations and community engagement throughout the region.

We are passionate about the work we do and what it contributes to our local communities, the region and our country. This is reflected in our values of collaboration, continuous improvement, accountability and customer responsiveness

Be a part of a highly-engaged team, working with an employee-centered organization that actively supports the learning and development of their employees, offers great compensation and benefits, is socially responsible and has a work environment that welcomes diverse backgrounds and ways of thinking.

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.

**The responsibilities include**:
Executive Administration Support
- Maintain executive appointment calendars to coordinate meetings, appointments and commitments; excellent understanding of the executive team, and an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive’s time
- 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 but not limited to booking meeting rooms/venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials. Prepare and mail invitations and coordinate rsvp’s. Communicate details to participants. Take minutes and note action items at meetings and distribute to participants
- Assemble and prepare reports, documents, briefs and support materials for meetings
- 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 on behalf of the executive
- Liaise with travel agent to determine flight schedules, hotel bookings; arrange appointments and meetings; prepare travel documents and materials
- 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. Coordinate purchases using corporate credit card

Collaboration and Teamwork
- Articulate and live the port authority culture and values, set an example by modelling the required behaviours
- Provide back-up support within the executive assistant team, ensuring appropriate executive support

VFPA Programs and Events
- Coordinate, and provide senior executive administrative support to, meetings between VFPA and federal, provincial and municipal governments
- Coordinate or participate in corporate wide events or committees for employees as required

**Success Profile**:
You are a professional, collaborative, self-motivated individual with excellent interpersonal skills, including tact, diplomacy and the ability to liaise effectively and positively with both staff and outside contacts. You are able to anticipate, understand, and respond to the needs of internal and external contacts to meet organizational objectives.

Marine Transportation Security Clearance

The incumbent must 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.
- The incumbent must obtain and maintain a valid marine transportation security clearance as this position is required to access restricted areas/information as defined by

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