Administrative Assistant

**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 **Administrative Assistant - CFO Division** provides administrative support for the Program Director RBT2, and RBT2 Project Finance teams. As a member of the administrative support team, works with the department members in support of departmental and organizational objectives. As required, this position performs other related duties.

**What you do**:

- 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.
- Compose, proofread and format correspondence, presentations and spreadsheets. Assemble, prepare, collate and distribute as required.
- Facilitate on-boarding and off-boarding procedures for employees. Provide orientation and training on department and corporate processes.
- Provide project administration support and coordinate assigned department and corporate processes. Prepare and provide information and instructions to facilitate user training.
- 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.
- Coordinate purchases using department credit cards and reconcile statement.
- 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.

**What you bring**:

- You will be a high school graduate with a minimum of 1 1/2 years as an administrative assistant.
- You will have previous experience using a computerized accounting system (an asset).
- You will be a customer service-oriented individual with good interpersonal and communication skills.
- You will be a team player with excellent organizational skills and flexibility to manage multiple tasks and changing priorities.
- You will demonstrate of initiative, the ability to work independently and the maintenance of accurate and timely work output are essential.

**What we offer**:

- Market-competitive base salaries and variable incentive plan
- Generous and inclusive benefits offering including retirement benefits plan
- Flexible remote work program
- 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**:Bargaining Unit, Full-Time, Temporary, Hybrid

**Working environment**:Normal working office conditions.

**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.
- 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_._