Administrative Assistant – Properties and Environment Division

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 Administrative Assistant – Properties and Environment Division provides administrative support for the planning and development department. As a member of the administrative support team, works with the department members in support of departmental and organizational objectives. As required, this position performs other related duties.

What you do:

• Provide internal and external customer service by actively responding to customer needs, retrieving, and communicating information via telephone, email or in-person or redirect as appropriate.
• Track and enter staff payroll, register employees for conferences/courses, make travel arrangements and prepare expense account claims.
• Open mail and action or distribute as required and maintain department filing and tracking systems. Facilitate approvals for a variety of documents to adhere to corporate policies and directives.
• Compose, proofread and format correspondence, presentations and spreadsheets. Assemble, prepare, collate and distribute as required.
• Facilitate on-boarding and off-boarding procedures for employees. Provide orientation and training on department and corporate processes.
• Provide project administration support and coordinate assigned department and corporate processes. Prepare and provide information and instructions to facilitate user training.
• Identify opportunities for continuous improvement and create procedures and templates to assist with processes. Maintain a bring-forward system and follow-up on routine responsibilities. Prioritize and multi-task assignments to meet deliverables.
• Coordinate purchases using department credit cards and reconcile statement.
• Track financial expenditures, code invoices for payment and assist with the preparation of annual and monthly department operating budgets, variance reports and year-end accruals. Follow-up on routine financial queries.
• Coordinate leave, prepare training and reference materials and cross-train to ensure administrative coverage within division.
• Organize meetings and events, including booking meeting rooms/venues, arranging catering, purchasing gifts, preparing meeting materials. Prepare and mail invitations and coordinate RSVP’s. Communicate details to participants.

What you bring:

• You will be a high school graduate with a minimum of 1 1/2 years as an administrative assistant.
• You will have excellent keyboarding skills (a minimum of 60 wpm), personal computer proficiency in MS Office Suite and other related applications, along with the ability to operate contemporary office machines.
• You will have previous experience using a computerized accounting system (an asset).
• You will be a customer service-oriented individual with good interpersonal and communication skills.
• You will be a team player with excellent organizational skills and flexibility to manage multiple tasks and changing priorities.
• You will demonstrate initiative, the ability to work independently and the maintenance of accurate and timely work output are essential.

What we offer:

• Market-competitive base salaries and variable incentive plan
• Generous and inclusive benefits offering including retirement benefits plan
• Flexible remote work program
• Earned time off program
• Paid vacation and personal care leave
• Learning, development, and advancement opportunities
• Onsite gym with towel service in a national landmark in the heart of Vancouver’s waterfront
• Friendly, unique, and respectful workplace

Location: Vancouver, Canada

Job type: Bargaining Unit, Full-Time, Temporary, Hybrid

Working environment: Normal working office conditions.

This is Canadian-based employment, and it is expected that all employees maintain legal entitlement to work in Canada. Applicants selected to move forward in the hiring process may be subject to background checks, including but not limited to criminal record, credit, and/or reference checks.

At the Vancouver Fraser Port Authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community. We welcome applications from all qualified candidates including women, persons with disabilities, Indigenous peoples, and members of visible minorities. Reasonable accommodation can be provided in the selection process and while working with the port authority. If you require support applying to our openings, please contact us at [email protected].

We recognize and acknowledge that we are located on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. To learn more about our indigenous relations and commitment to reconciliation, please visit our website.