Administrative Assistant

3 weeks ago

Vancouver, Canada Port of Vancouver Full time

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

**Career Opportunity: Administrative Assistant - Real Estate Division (6-Month Term)**

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.

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 team that advances initiatives to promote economic prosperity through trade, a healthy environment and thriving communities for the future generations of Canadians. It’s a workplace where the intrinsic value of your contribution to help foster the continued growth of the Canadian economy becomes a tangible reality. Bring your unique strengths, perspectives and experiences to the port authority and join us in charting a course toward a sustainable future.

The Administrative Assistant - Real Estate Division provides administrative support for the Engineering & Maintenance, Infrastructure Real Estate, Real Estate and Strategic Land Programs departments. As a member of the administrative support team, works with the department members in support of departmental/organizational objectives.

Accountabilities
- Track and enter staff payroll, register employees for conferences/courses, make travel arrangements and prepare expense account claims.
- Open mail and action or distribute as required and maintain department filing and tracking systems. Facilitate approvals for a variety of documents to adhere to corporate policies and directives.
- Identify opportunities for continuous improvement and create procedures and templates to assist with processes. Maintain a bring-forward system and follow-up on routine responsibilities. Prioritize and multi-task assignments to meet deliverables.
- Track financial expenditures, code invoices for payment and assist with the preparation of annual and monthly department operating budgets, variance reports and year-end accruals. Follow-up on routine financial queries.
- Coordinate leave, prepare training and reference materials and cross-train to ensure administrative coverage within division.
- Organize meetings and events, including booking meeting rooms/venues, arranging catering, purchasing gifts, preparing meeting materials. Prepare and mail invitations and coordinate RSVP’s. Communicate details to participants. Take minutes at meetings and distribute on a timely basis.

Specific Competencies
- A customer service-oriented individual with good interpersonal and communication skills
- Excellent verbal and written communication skills with the ability to communicate tactfully and positively with all contacts, both internal and external
- A team player with excellent organizational skills and flexibility to manage multiple tasks and changing priorities
- Demonstration of initiative, the ability to work independently and the maintenance of accurate and timely work output are essential

Education & Experience
- High school graduate with a minimum of 1 ½ years of experience as an administrative assistant
- The health and safety of our employees is a priority, and the Vancouver Fraser Port Authority is committed to ensuring a safe workplace. Vaccinations, in combination with other preventative health and safety measures, offer the best available protection against COVID-19 and that is why port authority employees are required to be fully vaccinated against COVID-19. Providing proof of vaccination against COVID-19 is a condition of employment.-
The Vancouver Fraser Port Authority offers a competitive total compensation package including an earned time off program.

This work is Canadian based employment and expected to be performed from our Vancouver office location.

Please note this posting will remain open until filled.
- At the port authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community.

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