Administrative Assistant

Prince Rupert Port Authority; Prince Rupert; On-site; CAD 64,000 - 81,000; Full time

Job summary

A leading company is seeking an Administrative Assistant to support the VP, Finance & Corporate Services. This full-time role involves managing scheduling activities, budget tracking, and supporting various departments, while fostering effective communication across the organization. Candidates require post-secondary education and at least three years of related experience, with strong skills in MS Office and excellent organizational abilities.

Qualifications

• Minimum three years’ experience in industry.
• Resilient and thrives in a high-paced environment.
• Ability to handle multiple tasks and changing priorities.

Responsibilities

• Manage scheduling and coordinate meetings effectively.
• Track and reconcile departmental budgets.
• Maintain organized filing systems and assist in report preparation.

Skills

Computer proficiency

Analytical skills

Problem solving

Communication

Organizational skills

Customer service skills

Education

Post-secondary education

Tools

MS Office

Job description

Position Summary

Reporting to the VP, Finance & Corporate Services, the position involves efficiently managing scheduling activities, providing comprehensive support for meetings and events, and ensuring timely correspondence. Additionally, responsibilities include budget tracking, maintaining filing systems, and assisting in report preparation. The position also involves providing support to committees, collaborating across the organization, and offering backup assistance as needed.

Position Accountabilities

• Provide administrative task support; efficiently managing scheduling, including coordinating appointments and meetings, tracking team schedules, and ensuring timely attendance. Provide support for various types of meetings, including preparation and distribution of materials, recording minutes, and tracking action items. Assist in planning, hosting, and providing support for events and delegations, while handling correspondence effectively and ensuring prompt responses. Additionally, track and report on raw data, sharing with team for analysis/ reporting as required.
• Track and reconcile departmental budgets, assist team leadership with expense claims, and accurately code invoices for processing.
• Maintain organized filing systems, including archiving and transferring files as needed.
• Collaborate with relevant stakeholders to coordinate and compile data for the preparation of comprehensive reports for management.
• Provide dedicated support to various committees across the organization, facilitating meetings, preparing agendas and materials, and documenting discussions and decisions.
• Collaborate with colleagues across the organization to ensure seamless operation and support. Act as a liaison between departments to facilitate seamless communication and coordination of activities, contributing to the overall success of organizational initiatives.
• Serve as a reliable point of contact and offer backup support to Functional Specialists, Analysts, Receptionists, and other Administrative Assistants during periods of high workload, absences, or emergencies. Provide assistance and coverage as needed to maintain continuity of essential functions and ensure uninterrupted workflow across departments and functions.
• Complete any other tasks as assigned by the designates supervisor.
• Book or arrange travel for executives and directors when required, ensuring efficient coordination of logistics, accommodations, and itineraries.
  
  

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 unpaid lunch break.
  
  

JOB SPECIFICATIONS

Formal Education

• Post-secondary education.
  
  

Related Experience

• Minimum three years’ experience in industry.
  
  

Other Requirements

• Sound knowledge of computer and proficient in MS Office, especially Outlook, Word, Excel and PowerPoint.
• Thrives in high-paced and entrepreneurial environment.
• Resilient. Embraces and thrives on change.
• Good spoken and written communication skills.
• Good analytical, problem solving and organizational skills.
• Good customer service skills.
• Able to work on multiple tasks concurrently and to effectively handle changing priorities.
• Enthusiastic and self-motivated. Works well individually and in team environment.
• Good attention to details.
• Good relationship building skills. Able to establish and maintain effective working relationship with employees at all levels in the organisation.
• Self-directed individual.
• Demonstrates commitment to the Port’s Vision and Mission.
• Able to obtain security clearance under Transport Canada’s Security Clearance Program.
• Possess a valid Class 5 BC Driver’s Licence.
  
  

The base salary range for this role is $64,776.00 - $80,969.00

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 accommodations or special assistance throughout the interview process, please submit a request by email to [e-mail].

Individuals of Indigenous descent are strongly encouraged to apply.