Executive Office Assistant

Job Responsibility:

JOIN US IN CHARTING A COURSE TO A MORE SUSTAINABLE FUTURE

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. That means providing infrastructure and ensuring the safe and efficient movement of marine traffic and cargo within the port. It also means we carry out reviews of proposed activities and developments on federal port lands and waters to determine whether a project can go ahead without impacts to the environment and community that cannot be mitigated.

We are committed to diversity, inclusion, and sustainability. We believe in creating a workplace that reflects the richness of our community and empowers all employees to reach their full potential.

The Executive Office Assistant (rep term for a period up to May 20, 2024) supports the work of the president's office by providing confidential administrative support to the senior executive assistant to the president and the chair and vacation relief of the executive leadership team's executive assistants in support of organizational objectives in a manner that reflects organizational values.

What you do:

• As assigned, support the work of the president's office, and provide coverage for executive assistants and additional support during peak periods.
• Ensure executive assistants are included in communication where matters and calendar scheduling are relevant to other executives.
• If requested by the executive, monitor emails and voice mails to ensure timely and appropriate response.
• Maintain executive appointment calendars; thorough understanding of the executive team priorities, and an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive's time.
• Arrange appointments and organize internal and external meetings and events, including but not limited to booking meeting rooms/venues, arranging catering, purchasing gifts, and preparing meeting materials.
• Ensure communication with all levels of VFPA and customers are in compliance with corporate directives and policies.
• Organize agendas and notifications on behalf of the executive as required.
• Prepare and mail invitations and coordinate rsvp. Communicate event/meeting details to participants.
• Provide general assistance to staff and visitors, screen and respond to telephone inquiries, and redirect information as appropriate on behalf of the executive.
• Liaise with travel agent to determine flight schedules, hotel bookings; arrange appointments and meetings; prepare travel documents and materials.
• Review and process mail while instituting effective and discreet handling of sensitive documentation.
• Articulate and live the port authority culture and values, set an example by modelling the required behaviours.
• Coordinate or participate in corporate-wide events or committees for employees as required.

What you bring:

• Completion of a certificate in management or another acceptable certificate.
• Minimum of 2 years related executive assistant experience.
• Must be proficient in MS Word, Excel, PowerPoint, and Outlook.
• Professional, collaborative, self-motivated individual with excellent interpersonal skills, including tact, diplomacy, and the ability to liaise effectively and positively with both staff and outside contacts.
• The ability to exercise good judgment in recognizing the scope of authority and protecting confidential information is essential.
• Anticipate, understand, and respond to the needs of internal and external contacts to meet organizational objectives.
• Must have the ability to work independently.
• Must have an excellent written and verbal communication skills, with a keen attention to detail.
• Must be a team player with a "customer service" focus.
• Excellent organizational skills, ability to prioritize, and flexibility to perform multiple tasks is required.

What we offer:

We offer a robust total rewards package including:

• Market-competitive base salaries and variable incentive plan.
• Generous and inclusive benefits offering including retirement benefits plan.
• 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: Exempt, Full-Time, Temporary, In-Office

Working environment: Normal office conditions.

Marine transportation security clearance

The incumbent may be required to obtain and maintain a valid marine transportation security clearance as this position is required to access restricted areas/information as defined by the marine transportation security regulations.

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 View email address on ca.edajobs.com .

We recognize and acknowledge that we are located on the traditional territories of the x?m?thk??y??m (Musqueam), S?wx?wú7mesh (Squamish), and s?lilw?ta? (Tsleil-Waututh) Nations. To learn more about our indigenous relations and commitment to reconciliation, please visit our website .