Executive Assistant to the Vice President

2 weeks ago

Vancouver, Canada Vancouver Fraser Port Authority Full time

JOIN US IN ENABLING TRADE THROUGH CANADA'S LARGEST PORT.


The Vancouver Fraser Port Authority is an arm’s-length federal agency responsible for the shared stewardship of the lands and waters that make up the Port of Vancouver, Canada’s largest port. Our mandate, as outlined in the Canada Marine Act, is to enable Canada’s trade objectives on behalf of all Canadians, ensuring the safe movement of goods through the Port of Vancouver while protecting the environment and considering local communities.


As an organization with a significant impact on communities and businesses across Canada, the Vancouver Fraser Port Authority is dedicated to diversity, inclusion, and sustainability. We strive to create a workplace that mirrors the richness of our community, empowering all employees to achieve 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.
  • If requested by the executive, monitor emails and voice mails 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 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

  • 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


Location: Vancouver, Canada

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. Applicants selected to move forward in the hiring process may be subject to background checks, including but not limited to criminal record, credit, and/or reference checks.

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. Reasonable accommodation can be provided in the selection process and while working with the port authority. If you require support applying to our openings, please contact us at careers@portvancouver.com.


We recognize and acknowledge that we are located on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. To learn more about our indigenous relations and commitment to reconciliation, please visit our website.

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