Administrative Assistant, Human Resources


POSITION SUMMARY

Reporting to the Vice President, People, Performance & Culture, the Administrative Assistant provides a wide range of confidential executive-level administrative support to the Vice President (VP), ensuring the smooth operations of the fast-paced office, and contributing to the overall efficiency and effectiveness of the VP’s role.

The Administrative Assistant provides indirect assistance to various Human Resources functions, duties, and initiatives, including support to Managers in the areas of Talent Management, Human Resources Operations & Services, and Occupational Health & Safety.

MAJOR POSITION ACCOUNTABILITIES

  • Provide a broad range of confidential executive administrative support to assist in maintaining the effective and smooth operation of the Vice President, People, Performance & Culture’s activities, schedules and office administration, including:
  • Manages the VPs calendar across multiple time zones including the coordination of complex executive meetings, internal and external activities, and proactively addressing conflicts and prioritizing appointments using a variety of online meeting platforms.
  • Maintains a schedule of regular meetings with members of the PRPA Executive Team, Board of Director’s Committee Chairs, instrumental PRPA employees, and members of the Human Resources team to gage the pulse and progress of key strategic indicators of the PRPA Strategic Plan.
  • Arranges complex and detailed travel plans for VP’s travel and accommodation for attendance at conferences and meetings, may include domestic and international, as required. Prepares, reconciles, and processes associated expense reports.
  • Assists and supports the VP in preparation of the department’s strategic initiatives documents and special projects, including preparation and reviewing of briefing notes,
  • Assists in the development of highly confidential Human Resources Planning documents, Management Reports, Board of Director’s submissions, etc.
  • Interacts with members of the Board of Directors, Executive Leadership Team, senior managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of PRPA.
  • Prepares, drafts and proofreads a variety of public and confidential documents, correspondence, memoranda, presentations, reports, contracts and proposals, including those for Board and Executive audiences.
  • Ensures VP is aware of time-sensitive tasks and/or deliverables, such as background briefing materials for meetings, conferences, or appointments.
  • Participates in ad-hoc event committees and assist with meeting preparations, assist in the development of draft agendas, gather background materials, attend and record proceedings, prepare and distributes minutes, and take follow-up actions, where required.
  • Provides a bridge for smooth communication between the VP’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Liaises with external organizations on behalf of the VP to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
  • Participates in departmental and project meetings for purposes of recording activity, meeting discussions, action items, and outcomes for corporate records.
  • Proactively identify issues, projects, and activities to ensure the VP is made aware of urgent and emergent issues as appropriate.
  • Assists in the departmental procurement process for the securement of Consultant and Specialized External Services, including the drafting of Services Agreements, the processing of purchase requisitions and invoices are authorized for payment and submitted for payment.
  • Assists in budget development, monitor monthly departmental expenditures, and process VP expense reimbursements and invoices.
  • Provides administrative support to the Executive Offices, as required.
  • Performs other duties as directed by the VP.

Provide indirect assistance to various Human Resources functions, duties, and initiatives, including support to Managers in the areas of Talent Management, Human Resources Operations & Services, and Occupational Health & Safety, including:

  • Partner with co-workers, as required, on special and/or daily tasks to ensure deadlines and timelines are met to the standards set by the PRPA.
  • Maintains oversight of the department’s Records Management system, ensuring records and files are maintained in accordance with statutory requirements and PRPA’s policies and procedures.
  • Assists in creating workflow and procedures for the Human Resources Department.
  • Maintains database of Human Resource Guidelines, Policies & Procedures. Ensures new/revised HR policies and related HR Forms are uploaded to SharePoint for reference by all employees when required.
  • Assists with providing statistical data for departmental HR Metrics.
  • Participates in departmental and project meetings for purposes of recording activity, meeting discussions, action items, and collaborating with various team members to ensure success, as required.
  • Supports PRPA’s policies / procedures development and communication processes, as required.
  • Assists with scheduling, planning and arrangement of department, committee, and training sessions as required.
  • Assists with planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
  • Actively participates in PRPA’s culture-building events and contribute constructively and positively to the VP, People, Performance & Culture team and PRPA’s culture overall.

WORKING CONDITIONS

  • Works predominately in an office environment.
  • Regular, full-time position (37.5 hours per week). Regular working hours are Monday to Friday, 8:00 AM to 4:30 PM, with a one-hour lunch break (unpaid), with the option to participate in flex-time program.

JOB SPECIFICATIONS

Formal Education

  • Diploma in Business Office Administration or related field.
  • Post-secondary education in Human Resources is an asset.

Related Experience

  • Minimum 3 years of progressive experience in a corporate business environment at the senior administrative level.
  • Excellent computer skills, including proficiency in Microsoft Office 365, especially Microsoft Word, Excel, Outlook, PowerPoint, One-Drive/SharePoint, and Teams.
  • Experience working with, or the ability to quickly learn, a computerized Human Resources Management System, and similar software applications is an asset.

Other Requirements

  • Commitment to PRPA’s Vision and Mission
  • Well-developed communication and interpersonal skills to effectively communicate and collaborate across all levels within and outside the organization.
  • Demonstrated ability to employ tact and discretion in preparing, disclosing, and handling information of a confidential and/or sensitive nature.
  • Proactive in anticipating needs and seeking out solutions, forward-thinking and able to identify areas where you can support even if not directly requested.
  • Excellent organization, time management, and attention to detail.
  • Strong writing skills are essential, including correspondence, reports, presentations, and minute-taking.
  • Resilient. Embraces and thrives on change. Able to work in a fast-paced environment with a demonstrated ability to handle completion of multiple tasks and demands while maintaining a positive attitude in the face of changing deliverables.
  • Enthusiastic and self-motivated. Works well individually as well as in a team environment.
  • Basic knowledge of related Canada labour laws.
  • 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 valid Class 5 Driver’s Licence.

This position is not available for remote work.

Starting base salary for this role ranges from $60,587 – $70,684

**Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, Indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

Interested candidates are requested to submit their application via this link.

Administrative Assistant, Human Resources

The Administrative Assistant provides a wide range of confidential executive-level administrative support to the Vice President (VP), ensuring the smooth operations of the fast-paced office, and contributing to the overall efficiency and effectiveness of the VP’s role.

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Manager, Environmental Review & Compliance

Reporting to the Director, Environmental Planning and Compliance, the Manager, Environmental Review & Compliance is accountable for supporting the environmental planning and compliance activities for various development projects and operations within the Port Authority’s area of administration.
2023/05/31
2024/01/31
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POSITION SUMMARY:

Reporting to the Director, Environmental Planning and Compliance, the Manager, Environmental Review & Compliance has a fundamental role in ensuring the highest standards of environmental protection in the Port’s development and operations.  In addition to project reviews and environmental compliance, the role is instrumental in delivering exciting projects with habitat restoration and enhancement as well as leading scientific studies and initiatives for the protection of species at risk.  This role provides meaningful opportunities to directly influence the planning and delivery of major developments and the operations of a high-performance Canadian Port. The position also includes opportunities for consulting with Indigenous Communities, the Public, and key stakeholders as part of environmental planning processes.

MAJOR POSITION ACCOUNTABILITIES:

  1. Oversees development and implementation of Environmental Management Plans for project developments within the Port of Prince Rupert.
  2. Manages compliance with permits, authorizations and determinations issued under the Fisheries Act, Canadian Environmental Protection Act, Species at Risk Act and Impact Assessment Act.
  3. Leads environmental effects evaluations for Port Projects.
  4. Liaises with project proponents, contractors and Port partners and tenants in addressing environmental deficiencies, concerns, and lease/approval performance during planning, construction and operations.
  5. Ensures that project documentation and monitoring/compliance activities are maintained.
  6. Participates in multi-disciplinary teams with other Port staff in reviewing and supporting Port developments.
  7. Manages project-related engagement with Indigenous Groups, the Public, and key stakeholders

WORKING CONDITIONS:

  • Works in an office environment and in the field (outdoors, boats, remote or wilderness settings, all weather).
  • Requires occasional travel.
  • Position is based in Prince Rupert.
  • Regular, full-time position (37.5 hours per week).
  • Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break (unpaid).
  • May be required to work outside regular work hours.

JOB SPECIFICATIONS:

Formal Education

  • University degree in natural or social science or environmental-related field

Related Experience

  • Five or more years related experience.

Other Requirements

  • Able to work in an outdoor environment in rough terrain and variable weather for extended periods.
  • Possess valid Class 5 Driver’s License
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program
  • Proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.

Starting base salary for this role ranges from $120,625 – $140,728

**Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, Indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

Interested candidates are requested to submit their application via this link.

This position is not available for remote work.

Property Administrator

The Property Administrator oversees PRPA’s diverse real estate portfolio, including property and tenant management, to provide effective real estate support to internal and external stakeholders on commercial, retail, and industrial property matters.
2023/08/10
2024/01/31
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POSITION SUMMARY 

Reporting to the Real Estate Manager, the Property Administrator oversees PRPA’s diverse real estate portfolio, including property and tenant management, to provide effective real estate support to internal and external stakeholders on commercial, retail, and industrial property matters. The Real Estate business unit manages a dynamic portfolio which helps to shape and support the ongoing growth and development of the Port of Prince Rupert. 

MAJOR POSITION ACCOUNTABILITIES 

  • Manages PRPA’s property and tenant management system, by collecting, inputting, tracking, and preparing reports to maintain accurate and up-to-date corporate lease, property, and property tax data.  
  • Oversees the day-to-day coordination with tenants and PRPA staff, fostering and maintaining collaborative working relations to ensure compliance with lease provisions, maintenance, construction, and other lease matters.  
  • Assists the Manager with the administration of PRPA’s real estate assets, providing information and guidance to the staff, consultants, and interdisciplinary internal and external stakeholders. 
  • Undertakes research and data collection to assist in the preparation of memos, reports and correspondence responding to internal and external stakeholder requests regarding property, project, and due diligence matters.  
  • Coordinates with various technical experts on the creation of maps, graphics, and presentations for internal and external communications.   
  • Prepares property and rent reviews by analyzing a variety of reports, including appraisals, surveys, property condition assessments, and feasibility studies.  
  • Support the preparation, collection, and submission of memos, reports, and documents in real estate transactions.  
  • Supports and contributes on behalf of the Real Estate business unit to various strategic departmental and corporate initiatives, including process improvements.  

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 1-hour lunch break (unpaid). 

JOB SPECIFICATIONS 

Formal Education 

Post-secondary diploma or University degree in a related field or equivalent work experience: real estate, business, commerce, property management, appraisals, or paralegal.  

Related Experience 

Minimum 3 years’ experience in at least one of the following areas: real estate or property law, planning and development, conveyancing, surveying, or appraisals. 

Other Requirements 

  • Experience in conducting research, data collection and maintaining data integrity.  
  • Superior judgement and tact in dealing with sensitive issues and confidential information. 
  • Strong analytical problem-solving with the ability to exercise independent judgment. 
  • Strong writing, organizational skills, and attention to detail. 
  • Experience working with lease documentation and related legal work. 
  • Ability to calculate valuations on real property, reviewing property drawings and maps. 
  • Effective communicator, working well in a team environment and establishing and maintaining effective working relationships with all employees and external parties. 
  • Enthusiastic and self-motivated.  
  • Thrives in a high-paced environment. 
  • Proficient in MS Office, especially Outlook, Word, Excel and PowerPoint. 
  • Demonstrates commitment to the Port’s Vision and Mission. 
  • 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 License

Starting base salary for this role ranges from $71,242 – $83,114

Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

This position is not available for remote work.

Interested candidates are requested to submit their application via this link.

Commercial & Regulatory Affairs Legal Assistant

Reporting to the Director, Legal Services, the Legal Assistant is responsible for the efficient coordination and maintenance of the Commercial & Regulatory Affairs Department’s responsibilities and functions and provides executive level legal and administrative support and oversight of Commercial & Regulatory Affairs Departments’ files, activities, and schedule. 
2023/11/06
2024/01/31
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POSITION SUMMARY 

Reporting to the Director, Legal Services, the Legal Assistant is responsible for the efficient coordination and maintenance of the Commercial & Regulatory Affairs Department’s responsibilities and functions and provides executive level legal and administrative support and oversight of Commercial & Regulatory Affairs Departments’ files, activities, and schedule. 

MAJOR POSITION ACCOUNTABILITIES 

  1. Provides legal support services to the Commercial & Regulatory Affairs Department by ensuring that correspondence, appointments, and administrative services are effectively handled, which includes ensuring appropriate and timely filing, response and follow-ups on emails and files and maintaining working knowledge of the various files and initiatives of the department.
  2. Prepares a variety of documents including initial drafts of standard contracts, legal memos, short form leases, policies, correspondence, and other standard form documents, and presentations, and conducts research and special projects as required.
  3. Responsible for overall oversight of the Commercial & Regulatory Affairs department, including maintaining department calendar, schedules, and task lists, coordinating task assignments for the department, and diarizing files and calendars of applicable court dates or other work-related deadlines.
  4. Maintains a working knowledge of corporate files, including the commercial initiatives, contracts, lease and property, and regulatory files.
  5. Responsible for the input and maintenance of department correspondence, documents and other file materials into the electronic database (M-Files and department filing system) on a timely basis and the preparation of automated reports as required.
  6. Tracks the CRA department’s work accomplishments and progress towards organizational strategic objectives. Responsible for conducting annual Legal Department Survey and tracking performance of KPIs.
  7. Coordinates the budget development and review process for the department to ensure process timelines are met, and responsible for scheduling regular budget reviews and for ensuring invoices are properly coded for the Finance Department.
  8. Coordinates the collection of information from department personnel for inclusion in the Commercial & Regulatory Affairs department’s sections of the Board Management report, Major Projects Committee report, and other Board materials as required.
  9. Assists the Associate Corporate Secretary & Compliance Officer in collecting necessary information from various departments and preparing responses to requests/complaints under the Access to Information, Official Languages, and Privacy Acts.
  10. Participates in departmental and project meetings for purposes of recording activity, meeting discussions, action items, and outcomes for corporate records.
  11. Coordinates with departmental staff the transfer and receipt of commercial documents via file transfer software with external legal counsel, consultants, and project proponents.
  12. Coordinates business meetings, luncheons and other special functions, as required.
  13. Makes all travel arrangements and prepares expense claim reports on behalf of the Commercial & Regulatory Affairs Department and PRPA Board of Directors.
  14. Ensures that all confidential files and correspondence (emails, letters, contracts, meetings, etc.) are handled confidentially, professionally, and efficiently.
  15. Maintains good public relations by ensuring that callers, both in person and on the telephone, receive required information, or are directed to the appropriate person.
  16. Performs other duties as required.

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 1-hour lunch break with the option to participate in flex-time program.

JOB SPECIFICATIONS 

Formal Education 

• Minimum 2 years post-secondary education – legal assistant designation or university degree considered an asset. 

Related Experience 

• Minimum five years’ related experience as an executive assistant, legal assistant, or other comparable experience. 

Other Requirements 

  • Self-directed individual 
  • Strong organizational skills with excellent attention to detail. 
  • Excellent judgment and tact in dealing with sensitive issues and confidential information. 
  • Resilient – Embraces and thrives on change. 
  • Excellent spoken and written communication skills. 
  • Excellent analytical, problem solving and organizational skills. 
  • Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities. 
  • Strong leadership skills. 
  • Good relationship-building skills. Able to establish and maintain effective working relationship with the Board and employees at all levels in the organization. 
  • Demonstrates commitment to PRPA’s Vision, Mission, and values.
  • Sound knowledge of computers and proficient in MS Office, especially Outlook, Word, Excel, and Powerpoint. 
  • 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

This position is not available for remote work.

Starting base salary for this role ranges from $71,242 – $83,114

**Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, Indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

Interested candidates are requested to submit their application via this link.