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EXECUTIVE ASSISTANT (PRESIDENT & CEO)

Assists the President & CEO in maintaining the effective and smooth operation of the CEO’s activities, schedules, and office administration

Prince Rupert Port Authority
100+ Staff
Moderate Noise
Dress Code
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PPE Required
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Prince Rupert Port Authority
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Job Description

Position Summary

The Executive Assistant to the President & Chief Executive Officer is responsible for all administrative and
secretarial services required by the President, supporting the effectiveness of the Executive Leadership team and providing oversight to the effective delivery of administrative services across the organization.

Position Accountabilities

Assists the President & CEO in maintaining the effective and smooth operation of the CEO’s activities, schedules, and office administration.

Prepares a variety of correspondence, reports, and submissions for the President & CEO and other
project teams to support effective communication and coordination of strategic initiatives as required.

Facilitates communication from strategic project teams, department managers, business unit leaders,
and project managers to strengthen organization alignment and coordination.

Maintains a working administrative knowledge of the various business files, initiatives and contacts of the President & CEO to ensure appropriate response and follow-up providing administrative advice and reminders to ensure his/her efficient and effective management.

Coordinates completion of various reports and documents including supporting the development of various management reports to the Board of Directors, the 5 year corporate plan and annual operating budget.

Assists the President & CEO in maintaining an organized office and filing system and coordinates all
filing of correspondence pertinent to the office of the President & CEO.

Coordinates all travel arrangements and prepares expense claim reports on behalf of the President &
CEO.

Coordinates the logistics of executive team meetings, seminars, workshops, special projects, and
events. Responsible for recording, preparing and distributing minutes of Port management internal
meetings.

Receives and monitors incoming mail, telephone calls and emails on behalf of the President & CEO
to assist in the efficiency of communications. Reviews all documents, reports, and correspondence
prepared for executive signatures for format, content, grammar, spelling and makes edits as
necessary. Refers and/or redirects calls, e-mails, or visitors to the appropriate Executive team
member as required.

Provides oversight to organization-wide administrative functions to ensure effective office operations and administrative services across the organization, and initiates projects and initiatives to improve the coordination, communication, and collaboration across the organization.

Maintains and coordinates the President and CEO’s calendar, coordinating the work schedules and
calendars of executive management across the administrative team.

Completes various corporate development initiatives and research assignments on behalf of the
President & CEO.

Coordinates business meetings, luncheons and other special functions, as requested.

Other duties shall be assigned as required.

Job Specifications

Education

Post-secondary education in business.

Completion of administrative and/or legal secretary diploma an asset.

Related Experience

Minimum five years’ experience in industry.

Other Requirements

Self-directed individual and works well in team environment.

Values people and demonstrates genuine concern for others.

Presents a positive and professional image of the executive office to all visitors, suppliers,
inquiries, and other persons.

Good relationship building skills. Able to establish and maintain effective working relationship
with all levels of employees.

Sound knowledge of computer and proficient in MS Office, especially Word, Excel and
PowerPoint.

Thrives in high-paced entrepreneurial environment.

Good judgment and tact in dealing with sensitive issues and confidential information.

Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.

Able to obtain security clearance under Transport Canada’s Security Clearance Program.

Possess a valid Class 5 Driver’s Licence.

The starting base salary range for this role is $83,418 – $104,273

Interested candidates are requested to email their application to careers@rupertport.com.

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 careers@rupertport.com.

 

 

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