Administrative Assistant


Administrative Assistant

POSITION SUMMARY
Reporting to the Vice-President Commercial & Regulatory Affairs, the Administrative Assistant provides executive level administrative support to the Vice-President, the PRPA Board of Directors, and the Associate Corporate Secretary & Compliance Officer, ensuring the effective and smooth operation of files, activities and schedules.


MAJOR POSITION ACCOUNTABILITIES

  1. Provides executive level support services to the Vice-President and the Board of
    Directors by ensuring that correspondence, appointments, and administrative
    services are effectively handled, which includes ensuring appropriate and timely
    filing, response and follow-ups on emails, documents, and files and maintaining working knowledge of the various business files, initiatives, and contacts of the Vice- President, and the Board of Directors.
  2. Ensures that all confidential files and correspondence (emails, letters, contracts, meetings, etc.) are handled confidentially, professionally, and efficiently.
  3. Provides administrative support to, and maintains working knowledge of, the various files and initiatives of the Associate Corporate Secretary & Compliance Officer and ensures that correspondence, appointments, and administrative services are effectively handled.
  4. Responsible for the input and maintenance of the Vice-President’s, and the Board of Directors’ correspondence, documents and other file materials into the electronic database (M-Files and department filing system) on a timely basis and the preparation ofautomated reports as required.
  5. Prepares a variety of correspondence, legal letters, legal documents, presentations, and reports for the Vice-President, the Board of Directors, and the Associate Corporate Secretary & Compliance officer and under the direction of the Vice-President, performs research, and completes special projects as required.
  6. Coordinates business meetings, luncheons and other special functions, as required.
  7. Responsible for the coordination of all travel arrangements, and the preparation of expense claim reports and leave forms for the Vice-President, the Associate Corporate Secretary & Compliance Officer and the Board of Directors.
  8. 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.
  9. Provides administrative support to other PRPA departments, as required.
  10. Performs other related duties, as required.

WORKING CONDITIONS

  • Works predominantly 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

JOB SPECIFICATIONS

Formal Education

  • Post-Secondary education
  • Law Clerk or paralegal certification from an accredited organization or comparable certification would be a benefit

Related Experience

  • Three to five years’ experience in an administrative position in a complex and high-volume corporate environment or in a law clerk or paralegal capacity in a corporate legal department or law firm or comparable experience.

Other Requirements

  • Experience working with lease documentation and related legal work.
  • Good spoken and written communication skills.
  • Good organizational skills and attention to detail.
  • Good understanding of modern office practices, procedures, software and
  • equipment.
  • Excellent 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 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.
  • Thrives in high-paced environment.
  • Demonstrates commitment to the Port’s Vision and Mission.
  • 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.
  • Individuals of Indigenous descent are strongly encouraged to apply.

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by
Tuesday, October 18, 2022.

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

No telephone inquiries please.

Administrative Assistant

Interested candidates are requested to submit their application in confidence by Tuesday, October 18, 2022.

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