Administrative Assistant, Communications and Community Relations

Rupert Port; Prince Rupert; Hybrid; CAD 66,000 - 83,000; Full time

Job summary

Rupert Port is hiring an Administrative Assistant for Communications and Community Relations at the PRPA Head Office in Prince Rupert, BC. You will provide executive assistant support and manage department records, budgeting, and travel logistics.

Reporting to the Director of Public Affairs, you will coordinate meetings, host responsibilities at the Port Interpretive Centre, and assist with community engagement initiatives.

Qualifications

• Post-secondary education is an asset.
• Minimum 1–3 years of related experience.
• Ability to obtain security clearance under Transport Canada’s Security Clearance Program.
• Possesses a valid Class 5 Driver’s Licence.

Responsibilities

• Maintains department records management system and coordinates organizational records.
• Maintains administrative tracking systems for expense claims, budget, travel, and staff schedules.
• Coordinates visiting delegations and logistics for the department.
• Coordinates meetings, luncheons and special functions.
• Supports travel needs: hotel and flight arrangements and required documentation for expenses.
• Provides support services including reporting, budgeting, print/promotional material, agreements, and meeting records.
• Supports public affairs programs and community engagement initiatives.
• Ensures CRM database is updated to track stakeholder communications.
• Acts as department contact for information requests and directs queries to program leads.
• Provides admin support to all staff and departments.
• Coordinates internal events and stakeholder engagement activities.

Skills

Communication

Organizational skills

Problem solving

Relationship building

Multi-project management

Team player

Education

Post-secondary education (asset)

Tools

MS Office

SharePoint

Job description

Administrative Assistant, Communications and Community Relations

Job Category: Administration

Requisition Number: ADMIN001152

• Posted : August 13, 2026
• Full-Time
• On-site

Locations

Showing 1 location

PRPA Head Office
Prince Rupert, BC V8J1A2, CAN

Description

POSITION SUMMARY

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 officerecords managementsystem and coordinates theorganizationof the Department’srecords.
• Maintains department administrative tracking systems for expense claims, budget, business travel, and staff schedules.
• Coordinates accommodating visiting delegations to the Port of PrinceRupertincluding supporting itinerary development and travellogisticsfor the department.
• Coordinates business meetings,luncheonsand 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 thatthe department’s Customer Relationship Management database is updated to track communication and engagement with key stakeholders.
• Responsible as point of contact forthe departmentin responding to information requests and directing queries toappropriate programleads.
• Provides administrative support (including preparing correspondences andundertaking research assignments)to all staff in thedepartment.
• 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, asrequired.
• Serves as a host at the Port Interpretive Centre, welcoming visitors and answering inquiries related to the port and community, asrequired.
• Provides support/coverage for Reception, as required.
• Provides administrative support to otherdepartments,asrequired.
• Performs other executive assistant functions as directed by the Vice President.

WORKING CONDITIONS

• Workspredominately inan office environment.
• Regular, full-time position(37.5 hoursper week). Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break(unpaid).
• Working hours mayvaryat times to meet operational needs.

JOB SPECIFICATIONS

Formal Education

• Post-secondary educationis an asset.

Related Experience

• Minimum 1-3 years of related experience.

Other Requirements

• Good spoken and written communication skills, especially related to correspondence.
• Good problem solving and organizational skills.
• Good judgment and tact in dealing with sensitive issues and confidential information.
• Good relationship building skills. Able toestablishand maintain effective workingrelationshipswith 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 changeand 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 [e-mail] .

Individuals of Indigenous descent are strongly encouraged to apply.