Job Information
Port of Vancouver Executive Office Assistant (rep term for a period up to December 2, 2024) in Vancouver, British Columbia
JOIN US IN CHARTING A COURSE TO A MORESUSTAINABLE 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 Office Assistant (rep term for a period up to December 2, 2024) supports the work of the president’s office by providing confidential administrative support to the senior executive assistant to the president and the chair and vacation relief of the executive leadership team’s executive assistants in support of organizational objectives in a manner that reflects organizational values.
What youdo:
Asassigned, support the work of the president’s office, and provide coverage forexecutive assistants and additional support during peak periods.
Ensureexecutive assistants are included in communication where matters and calendarscheduling are relevant to other executives.
Ifrequested by the executive, monitor emails and voice mails to ensure timely andappropriate response.
Maintainexecutive appointment calendars; thorough understanding of the executive teampriorities, and an ability through this understanding to decide which scheduledevents or meetings are most appropriate for allocation of the executive’s time.
Arrangeappointments and organize internal and external meetings and events, includingbut not limited to booking meeting rooms/venues, arranging catering, purchasinggifts, and preparing meeting materials.
Ensurecommunication with all levels of VFPA and customers are in compliance withcorporate directives and policies.
Organizeagendas and notifications on behalf of the executive as required.
Prepareand mail invitations and coordinate rsvp. Communicate event/meeting details toparticipants.
Providegeneral assistance to staff and visitors, screen and respond to telephoneinquiries, and redirect information as appropriate on behalf of the executive.
Liaisewith travel agent to determine flight schedules, hotel bookings; arrangeappointments and meetings; prepare travel documents and materials.
Reviewand process mail while instituting effective and discreet handling of sensitivedocumentation.
Articulateand live the port authority culture and values, set an example by modelling therequired behaviours.
Coordinateor participate in corporate-wide events or committees for employees asrequired.
What you bring:
Completionof a certificate in management or another acceptable certificate.
Minimumof 2 years related executive assistant experience.
Mustbe 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 positivelywith both staff and outside contacts.
Theability to exercise good judgment in recognizing the scope of authority andprotecting confidential information is essential.
Anticipate,understand, and respond to the needs of internal and external contacts to meetorganizational objectives.
Musthave the ability to work independently.
Musthave an excellent written and verbal communication skills, with a keenattention to detail.
Mustbe a team player with a "customer service" focus.
Excellentorganizational skills, ability to prioritize, and flexibility to performmultiple tasks is required.
What we offer:
We offer a robust total rewards package including:
Market-competitivebase salaries and variable incentive plan.
Generousand inclusive benefits offering including retirement benefits plan.
Earnedtime off program.
Paidvacation and personal care leave.
Learning,development, and advancement opportunities.
Onsitegym with towel service in a national landmark in the heart of Vancouver’swaterfront.
Friendly,unique, and respectful workplace.
Location: Vancouver, Canada
Job type: Exempt, Full-Time, Temporary, In-Office
Working environment: Normal office conditions.
Marinetransportation 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 inCanada. Applicants selected to move forward in the hiring process may besubject to background checks, including but not limited to criminal record,credit, and/or reference checks.
At the Vancouver Fraser Port Authority, we are dedicated toemployment equity and a workplace reflective of the diversity of our portcommunity. We welcome applications from all qualified candidates includingwomen, persons with disabilities, Indigenous peoples, and members of visibleminorities. Reasonable accommodation can be provided in the selection processand while working with the port authority. If you require support applying toour openings, please contact us at careers@portvancouver.com .
We recognize and acknowledge that we are located on the traditionalterritories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ(Tsleil-Waututh) Nations. To learn more about our indigenous relations andcommitment to reconciliation, please visit our website (https://www.portvancouver.com/community/indigenous-relations/) .