Administrative Assistant, Trade Development & Communications (Full Time)

Company

Prince Rupert Port Authority

Description

Position summary

Reporting to the Vice President, Trade Development & Communications, the Administrative Assistant provides administrative support to the Vice President and to the Trade Development and Communications teams to ensure the effective and smooth operation of the department.

Major accountabilities

  • Maintains the Department’s office filing system and coordinates the filing of the Department’s correspondences.
  • Maintains a department administrative tracking system of expense claims, sick leave, and vacation.
  • Coordinates accommodating visiting delegations to the Prince Rupert Port Authority including supporting itinerary development and travel logistics for the department.
  • Coordinates business meetings, luncheons and other special functions, as requested.
  • Supports the Trade Development and Communications department travel needs including booking flights and hotels as well as processing travel expense reports.
  • Provides support services (including coordinating conference and video conference calls, coordinating and scheduling meetings and composing a record of meetings etc.) in support of departmental activities.
  • Maintains professional correspondence with all internal and external stakeholders.
  • Maintains the department’s Customer Relationship Management (CRM) system to ensure well organized record keeping of contacts.
  • Coordinates the input of reporting from the Trade Development & Communications Department, including the management report to the Board of Directors.
  • Provides administrative support (including preparing correspondences and undertaking research assignments) to all staff in the Department.
  • Provides administrative support to other departments, as required.
  • Provides backup assistance to the Receptionist, when needed.

Specifications

FORMAL EDUCATION

Post-secondary education

RELATED EXPERIENCE

Minimum five years’ related experience

OTHER REQUIREMENTS

  • Good spoken and written communication skills
  • Good customer service skills
  • Good analytical, problem solving and organizational skills
  • Good judgment and tact in dealing with sensitive issues and confidential information
  • Good relationship building skills. Able to establish and maintain effective working relationship with 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
  • Embraces and thrives on change.
  • Thrives in high-paced entrepreneurial environment
  • Proficient in Microsoft Office, especially Microsoft Word, Excel and PowerPoint
  • Possess valid Class 5 BC Driver’s License
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program

Closing Date

Nov 18, 2019

How to Apply

Individuals of aboriginal descent are strongly encouraged to apply.

Director, Human Resources
Prince Rupert Port Authority
200 – 215 Cow Bay Road
Prince Rupert, B.C., V8J 1A2
Fax:    (250) 627-8980
Email: careers@rupertport.com

No telephone inquiries please.