Executive Assistant

at  Port of Vancouver

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 (Support) 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.

• 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.