Administrative Assistant

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, PST is responsible for providing confidential administrative support services primarily to the Commercial and Corporate Strategy and Project Management Office (PMO) departments. This role may provide back-up support for confidential support in other divisional departments such as Human Resources, Internal Communications, or Events and Experience. This role ensures that all matters are handled in an efficient, effective and confidential manner.

What you do:

• Review and process correspondence while instituting effective and discreet handling of sensitive documentation.
• Collect, compile, and distribute confidential performance data, and support the tracking of key corporate performance reports for management review and decision-making.
• Conduct supportive research; compose, proofread, and format correspondence, presentations, and spreadsheets. Organize agendas, speaking notes, notifications on behalf of directors.
• Communicate and coordinate with department leadership's direct reports and staff, as directed.
• Facilitate on-boarding and off-boarding procedures for employees, including providing orientation and training on department and corporate processes.
• Maintain departmental calendars, coordinating meetings, appointments, travel, training and other commitments.
• Proactively bring forward calendar items for follow up and/or action, issue reminders and track progress on responsibilities.
• Coordinate and safeguard sensitive information related to workforce planning, including personnel files, staffing forecasts, and organizational structure changes. Ensure confidentiality and discretion in handling matters that impact labour relations decisions.
• Organize and manage access permissions within the departments’ document and records management systems, ensuring safe sharing and distribution of confidential documents both internally and externally.
• Work closely with Director to compile corporate strategy, including preparation and review of material for Executive and Board retreats and Executive and Board meetings.
• Compile, maintain, and safeguard analysis and recommendations of sensitive and confidential information. Regularly required to handle sensitive and confidential information, the disclosure of which would directly impact the labour relations between the VFPA and the Union.
• Prepare and monitor departmental budgets, including the preparation of submissions, contracts, purchase orders, and processing payments. Coordinate purchases using department credit cards and reconcile statements.
• Track department and project 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.
• Organize, coordinate, or participate in strategic planning events and workshops, including the annual Executive and Leadership Team Retreats, People Leader workshops, and other annual planning engagements.
• Coordinate project and department-led training and capability building, including scheduling, logistics, and related corporate processes.

What you bring:

• High-school diploma and a post-secondary administrative certificate or related field. Minimum of 1.5 years of confidential administrative assistant experience in a detailed-oriented, fast-paced environment managing multiple priorities, preferably working at a corporate or board level.
• An equivalent combination of education and experience may be considered.
• Must be proficient in MS Office Suite, including Word, Excel, PowerPoint, Sharepoint and Outlook. Experience in records management and familiarity with accounting or project management software, such as JD Edwards, would be considered an asset.
• Must be a customer-oriented and self-motivated individual with excellent interpersonal skills, including tact, diplomacy and the ability to liaise effectively and positively with all levels of contacts, internally and externally.
• Must have an excellent command of the English language, both oral and written, with strong editing skills and attention to detail.
• Ability to exercise good judgment and be extremely discreet in the handling of the port authority’s confidential and sensitive matters.
• Must be a team player with a "can-do" attitude.
• Excellent organizational skills, ability to multi-task, adapt to shifting priorities, work under pressure, and have a forward-looking grasp on deadlines.

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