Job Description

Reporting to the Director, Public Affairs and Communications, the Administrative Assistant provides executive assistant functions and administrative support for the department.

POSITION ACCOUNTABILITIES

• Maintains the Department’s office records management system and coordinates the organization of the Department’s records.

• Maintains department administrative tracking systems for expense claims, budget, business travel, and staff schedules.

• Coordinates accommodating visiting delegations to the Port of Prince Rupert including supporting itinerary development and travel logistics for the department.

• Coordinates business meetings, luncheons and other special functions.

• Supports the department’s travel needs. Schedules hotel/flights accommodations and procures necessary documentations such as registration, passport and payment process for all expense reports.

• Provides support services (including coordinating management reporting, budget reporting, coordination of print and promotional material and advertising, preparing agreements, coordinating and scheduling meetings and composing a record of meeting deliberations etc.) in support of department activities.

• Supports coordination of public affairs programs including community information forums, requests for donations, community investment fund applications and payments, and other public engagement initiatives.

• Ensures that the department’s Customer Relationship Management database is updated to track communication and engagement with key stakeholders.

• Responsible as point of contact for the department in responding to information requests and directing queries to appropriate program leads.

• Provides administrative support (including preparing correspondences and undertaking research assignments) to all staff in the department.

• Supports the coordination of internal events, stakeholder engagement activities, and special functions.

• Participates in community and public engagement initiatives and events as a member of the Public Affairs team, as required.

• Serves as a host at the Port Interpretive Centre, welcoming visitors and answering inquiries related to the port and community, as required.

• Provides support/coverage for Reception, as required.

• Provides administrative support to other departments, as required.

• Performs other executive assistant functions as directed by the Vice President.

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 1 hour lunch break (unpaid).

• Working hours may vary at times to meet operational needs.

JOB SPECIFICATIONS

Formal Education

• Post-secondary education is an asset.

Related Experience

• Minimum 1-3 years of related experience.

Other Requirements

• Good spoken and written communication skills, especially related to correspondence.

• Good customer service skills.

• Good 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 effectively handle changing priorities.

• Enthusiastic and self-motivated. Works well individually as well as in a team environment.

• Creative and intuitive thinker.

• Resilient. Embraces and thrives on change and a high-paced environment.

• Proficient in MS Office, especially Microsoft Word, Excel, PowerPoint, and SharePoint.

• Able to obtain security clearance under Transport Canada’s Security Clearance Program.

• Possesses a valid Class 5 Driver’s Licence.

The base salary range for this role is $66,072-$82,588. This position is eligible for a performance-based variable incentive targeted at 10% of the base salary.

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 accommodation 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.