JOIN US IN CHARTING A COURSE TO A MORESUSTAINABLE 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 Assistant to the Vice President is responsible for the senior executive administrative support for the vice president in support of divisional and organizational objectives in a manner that reflects organizational values.

Whatyou do:

• Maintain executive appointment calendars to coordinatemeetings, appointments, and commitments; excellent understanding of theexecutive team, and an ability through this understanding to decide whichscheduled events or meetings are most appropriate allocation of the executive’stime.

• Ensure other executive assistants are included incommunication where matters and calendar scheduling are relevant to otherexecutives.

• If requested by the executive, monitor emails andvoice mails to ensure timely and appropriate response.

• Bring forward calendar items for follow up and/oraction, issue reminders and follow up on responsibilities.

• Arrange appointments and organize internal andexternal meetings and events, including but not limited to booking meetingrooms/venues, video conferencing, arranging catering, purchasing gifts, andpreparing meeting materials. Prepare and mail invitations and coordinate rsvp.Communicate details to participants. Take minutes and note action items atmeetings and distribute to participants.

• Assemble and prepare reports, documents, briefs, andsupport materials for meetings.

• Organize agendas and notifications on behalf of executives.

• Research, compose, proofread, and formatcorrespondence, presentations, and spreadsheets as required.

• Provide general assistance to all staff and visitors,screen and respond to telephone inquiries, and redirect information asappropriate on behalf of the executive.

• Liaise with travel agent to determine flightschedules, hotel bookings; arrange appointments and meetings; prepare traveldocuments and materials.

• Handle routine matters on own initiative and redirect enquiriesto appropriate departments.

• Review and process mail while instituting effectiveand discreet handling of sensitive documentation.

• Prepare and monitor departmental budgets including thepreparation of submissions, contracts, purchase orders and processing ofpayments. Coordinate purchases using corporate credit cards.

• Administer “C” submission process in line with thedelegation of authority.

• Provide back-up support within the executive assistantteam, ensuring appropriate executive support. Participate in cross training ofexecutive assistant team to ensure appropriate leave coverage.

• Receive coordination and guidance from seniorexecutive assistant as necessary or required.

• Annually attend own divisional business retreats.

What you bring:

• Completion of a certificate in management oranother acceptable certificate.

• A minimum of 2 years related senior executiveassistant experience.

• Must be proficient in MS Word, Excel,PowerPoint, and Outlook.

• Professional, collaborative, self-motivatedindividual with excellent interpersonal skills, including tact, diplomacy andthe ability to liaise effectively and positively with both staff and outsidecontacts.

• The ability to exercise good judgment inrecognizing the scope of authority and protecting confidential information isessential.

• Anticipate, understand, and respond to theneeds of internal and external contacts to meet organizational objectives.

• Must have the ability to work independently.

• Must have excellent written and verbalcommunication skills, with a keen attention to detail.

• Must be a team player with a "customerservice" focus.

• Excellent organizational skills, ability toprioritize, and flexibility to perform multiple tasks is required.

What we offer:

We offer a robust total rewards package including:

• Market-competitive basesalaries and variable incentive plan

• Generousand inclusive benefits offering including retirement benefits plan

• Earned time off program

• Paid vacation andpersonal care leave

• Learning, development,and advancement opportunities

• Onsitegym with towel service in a national landmark in the heart of Vancouver’swaterfront

• Friendly, unique, andrespectful workplace

Location: Vancouver, Canada

Job type: Exempt, Full-Time, Permanent, In-Office

Working environment: Normal office conditions.

Marinetransportation 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 inCanada. Applicants selected to move forward in the hiring process may besubject to background checks, including but not limited to criminal record,credit, and/or reference checks.

At the Vancouver Fraser Port Authority, we are dedicated toemployment equity and a workplace reflective of the diversity of our portcommunity. We welcome applications from all qualified candidates includingwomen, persons with disabilities, Indigenous peoples, and members of visibleminorities. Reasonable accommodation can be provided in the selection processand while working with the port authority. If you require support applying toour openings, please contact us at careers@portvancouver.com .

We recognize and acknowledge that we are located on the traditionalterritories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ(Tsleil-Waututh) Nations. To learn more about our indigenous relations andcommitment to reconciliation, please visit our website (https://www.portvancouver.com/community/indigenous-relations/) .