Administrative Assistant

YVR; Vancouver; On-site; CAD 42,000 - 60,000; Full time

Job summary

YVR is seeking an Administrative Assistant in the External Affairs Department in Vancouver. The role supports Directors with calendar management, travel arrangements, invoicing, and budget tracking, and assists with meetings, events, and documentation.

Requirements include a minimum of two years of related experience and an office administration certificate, plus strong MS Office and database skills. French is a plus, but bilingualism is not required.

Qualifications

• Two years of relevant experience with a one-year certificate in office administration or equivalent.
• Strong working knowledge of MS Office and databases; aptitude for learning new systems.
• Ability to multitask and work under pressure; identify and implement process improvements.

Responsibilities

• Manage schedules for External Affairs Directors, coordinate meetings and travel arrangements.
• Prepare correspondence, PowerPoint presentations, reports, agendas, and letters.
• Process invoices, track budgets, and support KPI logging for the team.
• Provide event, tour coordination, and offsite support with internal and external stakeholders.
• Cover administrative duties for others as needed.

Skills

MS Office

Database experience

Maximo

Multitasking

Education

Office administration certificate

Tools

Maximo

Job description

YVR is a place of connection, bringing together people, places and cargo while ensuring a safe and efficient experience for everyone. External Affairs is an integral part to of YVR's mission and brings YVR to life. We facilitate access, and create the connections to enable governments, airlines, cargo, and business to partner with us to advance our strategic objectives in service of YVR's community mandate.

Position Overview

Are you independent, diligent, proactive, and fun?

We have a full-time, permanent opportunity for an Administrative Assistant in the External Affairs Department. Reporting to the Director, Government Relations, this role will be responsible for managing schedules, event and tour coordination, travel and expense services, invoicing and tracking budgets; providing meeting support; and assisting broader department as required.

Key responsibilities include:

• Manage and provide administrative support for External Affairs Directors in areas including, but not limited to: calendar management, scheduling meetings, booking travel arrangements, invoice processing, department inventory and purchases, document filing (electronic and hard copies).Assist with meeting, event and tour coordination and execution at YVR and offsite, through liaising with internal and external stakeholders, including arrangement of equipment and catering (if required), and securing facilities and accommodations.
• Create and prepare correspondence, such as PowerPoint presentations, reports, agendas, and letters/email.
• Assist the team in providing suppliers and service providers with releases and follows up to ensure receipt.
• Maintain logs and coordinate updates of KPIs for External Affairs team.
• Assist with coverage of other Administrative Assistant or Director during absences.

Key qualifications include:

• At least two years' recent, related experience, supplemented by a one-year certificate in office administration or similar; or an equivalent combination of training and experience.
• Excellent working knowledge of MS Office suite of software and extensive experience working with databases. Ability to learn other software such as Maximo and other systems as required.
• Ability to multi-task and work under pressure.
• Ability to recognize systems or processes that may need to be updated and the ability to bring new initiatives or different processes to the team.

Although not required, French language skills are an asset as we are committed to providing bilingual services to our visitors and passengers. This helps us meet federal language obligations while ensuring welcoming experience. Candidates who do not speak French are still strongly encouraged to apply.

This position is open to both Vancouver Airport Authority employees and external applicants.

Previous job performance will be taken into consideration for all internal candidates that apply for this position. As part of our recruitment process, short-listed candidates may be required to participate in an assessment process.