Administrative Assistant, Gateway Operations

Administrative Assistant, Gateway Operations

Job Category: Administration

Requisition Number: ADMIN001033

Posted: November 6, 2024

Employment Type: Full-Time

Work Location: On-site

Job Summary

Reporting to the Director, Gateway Operations & Planning, the Administrative Assistant, Gateway Operations is responsible for the provision of administrative services to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department, Gateway Operators and PRPA's Credentialing Office.

Position Accountabilities

• Delivers administrative support to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department and Security staff by efficiently handling correspondence, leave, calendars, appointments, and other administrative services.
• Responsible for effectively managing office, kitchen, and janitorial supplies and deliveries.
• Prepares a variety of correspondence, reports, tenders, and submissions for the Harbour Master, the Director, Gateway Operations & Planning, and other operational staff, as required.
• Assists the Harbour Master and the Director, Gateway Operations & Planning in maintaining a virtual filing system.
• Coordinates the collection of information from departmental staff for inclusion in the departmental sections of the Board Management Report.
• In support of the Credentialing Office, is trained to process and issue port passes, assist with pass control virtual auditing, respond to email/phone and front-line traffic inquiries, and provide relief coverage when required.
• Gathers and populates statistical information regarding operational activities within the Port, including but not limited to the production of monthly dashboards and periodic reports.
• Responsible for all departmental travel bookings and training arrangements and prepares associated correspondence and expense claims.
• Coordinates departmental activities by arranging for internal and external meeting rooms and departmental telephone and video conferences.
• Coordinates, schedules, and acts as the recording secretary for the Port’s Operations meetings and the Harbour Debris Society.
• Participates in departmental meetings for purposes of recording meeting discussions, action items, and outcomes for corporate records.
• Manages Emergency Operations Centre meeting space inquiries and request approvals. Responsible for other meetings, luncheons, and special functions, as requested.
• Acts as Operations Section Scribe during EOC activations.
• Coordinates departmental uniform procurement and inventory tracking.
• Administers changes to the Marine Operations Department staffing schedule and departmental calendars.
• Responsible for harbour patrol vessel and Gateway Operations vehicle inquiries, requests, and scheduling.
• Coordinates departmental involvement in community events, including, but not limited to, International Day of the Seafarer, Seafest, and Sailpast.
• Responsible for the review and coding of the departmental invoices. Supports budget planning and tracking activities.
• Ensures departmental staff certifications are up to date and filed.
• Completes research assignments and other tasks as required.

Working Conditions

• Works predominately in an office environment.
• Regular, full-time position (37.5 hours per week).
• Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM, with a one-hour lunch break (unpaid).

Job Specifications

Formal Education: Post-secondary education.

Related Experience: Minimum three years' related experience.

Other Requirements

• Good spoken and written communication skills.
• Good analytical, problem-solving, and organizational skills.
• Good judgment and tact in dealing with sensitive issues and confidential information.
• Good relationship-building skills. Able to establish and maintain effective working relationships with all levels of employees.
• Demonstrated ability to manage multiple projects concurrently and to handle changing priorities effectively.
• Enthusiastic and self-motivated. Works well individually as well as in a team environment.
• Creative and intuitive thinker.
• Resilient. Embraces and thrives on change.
• Proficient in MS Office, especially Microsoft Outlook, Word, Excel, and PowerPoint.
• Possess a valid Class 5 Driver's Licence.
• Able to obtain security clearance under Transport Canada's Security Clearance Program.

The starting base salary range for this role is $63,011 - $78,764.

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.

Individuals of Indigenous descent are strongly encouraged to apply.