Administrative Assistant | Operations, Planning, and Infrastructure

at  Prince Rupert Port Authority

POSITION SUMMARY

Reporting to the VP, Operations, Planning & Infrastructure, the Administrative Assistant is responsible for the efficient provision of administrative support and secretarial services required by the Administrative Coordinator and the Port’s project development department.

MAJOR POSITION ACCOUNTABILITIES

1. Provides support services to the VP, Operations, Planning & Infrastructure and Project Development Department by ensuring that correspondence, appointments, and administrative services are efficiently handled.
   2.Prepares a variety of correspondence, reports and submissions for the VP, Operations, Planning & Infrastructure, and other department staff.
2. Supports department travel needs including booking flights and hotels and preparing travel expense reports.
3. Assists with preparation of the Management Report to the Board and assists with producing the Operations Dashboard by gathering and populating statistical information regarding marine and land traffic activities.
4. Assists with proper documentation on department’s network drive as well as coordinates all SharePoint file transfers with consultants, contractors, and project proponents. Uploads and removes documents in a timely manner.
5. Provides support and administrative assistance to the project development department and project team i.e. signage orders, research assignments, booking meeting rooms, coordinates business meetings and luncheons, records and prepares meeting minutes and agendas from project and department meetings, compiles action item documents and distributes all to recipients, arranges tours, assists with preparations of PowerPoint Presentations, prints and scans large format drawings as well as other special functions as requested.
6. Liaises with consultants, tenants, and contractors re: meetings, tour arrangements, travel, distribution of meetings notes, etc.
7. Maintains department’s library of reports and documents, both electronic and hard copies including assignment of document numbers and maintains paper as well as ink cartridge supplies for printer and plotter. Replaces empty paper roll and ink cartridges, as required.
8. Provides back up to the administrative assistants, Operations, Planning & Infrastructure as required and assists with credentialing, maintenance invoicing and filing, and project support.
9. Maintains good public relations by effectively seeing that callers, both in person and on the telephone, receive required information, or are directed to the appropriate person.
10. Performs other duties as directed by the VP, Operations, Planning & Infrastructure.
11. Provides relief to the Receptionist, when needed.

FORMAL EDUCATION

• Post-secondary education.

RELATED EXPERIENCE

• One to three years’ experience in industry.

OTHER REQUIREMENTS

• Sound knowledge of computer and proficient in MS Office, especially Outlook, Word, Excel and PowerPoint.
• Thrives in high-paced and entrepreneurial environment.
• Resilient. Embraces and thrives on change.
• Good spoken and written communication skills.
• Good analytical, problem solving and organizational skills.
• Good customer service skills.
• Able to work on multiple tasks concurrently and to effectively handle changing priorities.
• Enthusiastic and self-motivated. Works well individually and in team environment.
• Good attention to details.
• Good relationship building skills. Able to establish and maintain effective working relationship with employees at all levels in the organisation.
• Self-directed individual.
• Demonstrates commitment to the Port’s Vision and Mission.
• Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.
• Able to obtain security clearance under Transport Canada’s Security Clearance Program.
• Possess a valid Class 5 BC Driver’s License.
  The starting base salary range for this role is $63,011-$78,763
  Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodations or special assistance throughout the interview process, please submit a request by email to careers@rupertport.com.

Please refer the Job description for details