Executive Assistant to The Vice President

6 months ago

Vancouver, Canada Vancouver Fraser Port Authority Full time

**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. 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 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 the senior executive administrative support for the vice president in support of divisional and organizational objectives in a manner that reflects organizational values.

**What you do**:

- 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 allocation of the executive’s time.
- Ensure other executive assistants are included in communication where matters and calendar scheduling are relevant to other executives.
- 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. 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.
- 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 on behalf of the executive.
- Liaise with travel agent to determine flight schedules, hotel bookings; arrange appointments and meetings; prepare travel documents and materials.
- Handle routine matters on own initiative and redirect enquiries 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. Coordinate purchases using corporate credit cards.
- Administer “C” submission process in line with the delegation of authority.
- Provide back-up support within the executive assistant team, ensuring appropriate executive support. Participate in cross training of executive assistant team to ensure appropriate leave coverage.
- Receive coordination and guidance from senior executive assistant as necessary or required.
- Annually attend own divisional business retreats.

**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, including tact, diplomacy and the ability to liaise effectively and positively with both staff and outside contacts.
- The ability to exercise good judgment in recognizing the scope of authority and protecting confidential information is essential.
- Anticipate, understand, and respond to the needs of internal and external contacts to meet organizational objectives.
- Must have the ability to work independently.
- 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**:
We offer a robust total rewards package including:

- Market-competitive base salaries and variable incentive plan
- Generous and inclusive benefits offering including retirement benefits plan
- Earned time off program
- Paid

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