Executive Assistant to the Vice President

Executive Assistant to the Vice President

Job ID:

59497

Job Type:

Full Time

Category:

Administrative

Posted:

2024-07-05

Location:

Vancouver, BC, Canada

Job Description:

Executive Assistant to the Vice President

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.

The Executive Assistant to the Vice President is responsible for providing senior executive administrative support for the vice president in support of divisional and organizational objectives in a manner that reflects organizational values.

Job Responsibilities:

• Maintain executive appointment calendars to coordinate meetings, appointments, and commitments.
• Ensure other executive assistants are included in communication where matters and calendar scheduling are relevant to other executives.
• Monitor emails and voice mails to ensure timely and appropriate response when requested by the executive.
• Arrange appointments and organize internal and external meetings and events.
• Assemble and prepare reports, documents, briefs, and support materials for meetings.
• Research, compose, proofread, and format correspondence, presentations, and spreadsheets as required.
• Provide general assistance to all staff and visitors.
• Liaise with travel agent to determine flight schedules and hotel bookings.
• Review and process mail while instituting effective handling of sensitive documentation.
• Prepare and monitor departmental budgets including the preparation of submissions and processing of payments.
• Provide back-up support within the executive assistant team.

What You Bring:

• Completion of a certificate in management or another acceptable certificate.
• A minimum of 2 years related senior executive assistant experience.
• Proficient in MS Word, Excel, PowerPoint, and Outlook.
• Excellent interpersonal skills, including tact and diplomacy.
• Ability to exercise good judgment in recognizing the scope of authority and protecting confidential information.
• Excellent written and verbal communication skills, with keen attention to detail.
• Excellent organizational skills, ability to prioritize, and flexibility to perform multiple tasks.

What We Offer:

• Market-competitive base salaries and variable incentive plan.
• Generous benefits offering including retirement benefits plan.
• Paid vacation and personal care leave.
• Learning, development, and advancement opportunities.
• Onsite gym in a national landmark in the heart of Vancouver's waterfront.

Working Environment: Normal office conditions.

Marine Transportation Security Clearance: The incumbent may be required to obtain and maintain a valid marine transportation security clearance.

We recognize and acknowledge that we are located on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations.