Administrative Assistant, Gateway Operations


Administrative Assistant, Gateway Operations

The Port of Prince Rupert is located on the scenic North Coast of British Columbia. As Canada’s second largest West Coast port, the Port is strategically situated on the Pacific Rim, with the deepest natural harbour in North America and direct connections to the North American continent by CN Rail’s network reach. Its facilities include modern, high-throughput coal and grain terminals, two cruise terminals and an innovative, intermodal container terminal anchoring the fastest and most reliable trade corridor on the West Coast.

Prince Rupert is home to amazing wildlife and wilderness adventures, unique history and cultural experiences, and the spectacular scenery of the rugged Coast Mountain Range and the Great Bear Rainforest.    Easily accessible by air, rail, cruise ship, ferry or car, Prince Rupert’s attractions include First Nation cultural works of art, fine North Coast galleries and boutiques, parks and walking trails, restaurants, and coffee shops. A balanced lifestyle might include enjoying a round of golf on the golf course or spending time out on the water kayaking, fishing, or taking in the scenery. Reasonable housing costs, organized sports, volunteer opportunities, modern recreation facilities, community groups and festivals all contribute to a comfortable and fulfilling lifestyle for those living in this community.

Watch video clip of Prince Rupert at:  https://vimeo.com/259248722

POSITION SUMMARY

Reporting to the Harbour Master, the Administrative Assistant, Gateway Operations is responsible for the provision of administrative services to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department, Gateway Operators and PRPA’s Credentialing Office.

MAJOR POSITION ACCOUNTABILITIES

  1. Provides administrative support to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department and Security staff by ensuring correspondence, leave, calendars, appointments, office supplies and administrative services are efficiently handled.
  2. Prepares a variety of correspondence, reports, tenders, and submissions for the Harbour Master, the Director, Gateway Operations & Planning, and others, as required.
  3. Assists the Harbour Master and the Director, Gateway Operations & Planning in maintaining a virtual filing system and coordinates the filing of correspondence.
  4. Coordinates the collection of information from departmental staff for inclusion in the departmental sections of the Board Management Report.          
  5. In support to the Credentialing Office, is crossed trained to process and issue port passes via the Avigilon Access Control Manager (ACM), assisting with pass control virtual auditing, responding to email/phone, front line traffic inquiries, and relief coverage when required.
  6. Gathers and populates statistical information regarding operational activities within the Port, which includes but is not limited to the production of monthly dashboards and periodic reports.
  7. Makes all departmental travel bookings and training arrangements and prepares associated correspondence and expense claims.       
  8. Coordinates departmental activities by arranging for internal and external meeting rooms, and departmental telephone and video conferences
  9. Coordinates, schedules, and acts as the recording secretary for the Port’s Operations meetings and the Harbour Debris Society.
  10. Participates in departmental meetings for purposes of recording meeting discussions, action items, and outcomes for corporate record.
  11. Coordinates other meetings, luncheons, and special functions, as requested.
  12. Acts as Operations Section Scribe during EOC activations.
  13. Completes research assignments and other tasks as assigned.

WORKING CONDITIONS

  • Works predominately in an office environment
  • Regular, full-time position (37.5 hours per week).
  • Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with a one-hour lunch break

JOB SPECIFICATIONS

Formal Education

  • Post-secondary education

Related Experience

  • Minimum three 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.
  • Resilient. Embraces and thrives on change.
  • Proficient in MS Office, especially Microsoft Outlook, Word, Excel and PowerPoint.
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada
  • Possess valid Class 5 Driver’s License.
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program.

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by Friday, April 29, 2022 to:

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.

ADMINISTRATIVE ASSISTANT, GATEWAY OPERATIONS

Interested candidates are requested to submit their application in confidence by Friday, April 29, 2022

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