Administrative Assistant, Communications and Community Relations

POSITION SUMMARY

Reporting to the Director Public Affairs and Communications the Administrative Assistant provides executive assistant functions and administrative support for the department.

POSITION ACCOUNTABILITIES

• Maintains the Departments officerecords managementsystem and coordinates theorganizationof the Departmentsrecords.

• Maintains department administrative tracking systems for expense claims budget business travel and staff schedules.

• Coordinates accommodating visiting delegations to the Port of PrinceRupertincluding supporting itinerary development and travellogisticsfor the department.

• Coordinates business meetingsluncheonsand other special functions.

• Supports the departments travel needs. Schedules hotel/flights accommodations and procures necessary documentations such as registration passport and payment process for all expense reports.

• Provides support services (including coordinating management reporting budget reporting coordination of print and promotional material and advertising preparing agreements coordinating and scheduling meetings and composing a record of meeting deliberations etc.)in support of department activities.

• Supports coordination of public affairs programs including community information forums requests for donations community investment fund applications and payments and other public engagement initiatives.

• Ensures thatthe departments Customer Relationship Management database is updated to track communication and engagement with key stakeholders.

• Responsible as point of contact forthe departmentin responding to information requests and directing queries toappropriate programleads.

• Provides administrative support (including preparing correspondences andundertaking research assignments)to all staff in thedepartment.

• Supports the coordination of internal events stakeholder engagement activities and special functions.

• Participates in community and public engagement initiatives and events as a member of the Public Affairs team asrequired.

• Serves as a host at the Port Interpretive Centre welcoming visitors and answering inquiries related to the port and community asrequired.

• Provides support/coverage for Reception as required.

• Provides administrative support to otherdepartmentsasrequired.

• Performs other executive assistant functions as directed by the Vice President.

WORKING CONDITIONS

• Workspredominately inan office environment.

• Regular full-time position(37.5 hoursper week). Regular working hours are Mondays to Fridays 8:00 AM to 4:30 PM with 1 hour lunch break(unpaid).

• Working hours mayvaryat times to meet operational needs.

JOB SPECIFICATIONS

Formal Education

• Post-secondary educationis an asset.

Related Experience

• Minimum 1-3 years of related experience.

Other Requirements

• Good spoken and written communication skills especially related to correspondence.

• Good customer service skills.

• Good problem solving and organizational skills.

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

• Good relationship building skills. Able toestablishand maintain effective workingrelationshipswith 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 changeand a high-paced environment.

• Proficient in MS Office especially Microsoft Word Excel PowerPoint and SharePoint.

• Able to obtain security clearance under Transport Canadas Security Clearance Program.

• Possesses a valid Class 5 Drivers Licence.

The base salary range for this role is $66072-$82588. This position is eligible for a performance-based variable incentive targeted at 10% of the base salary.

Equity Diversity Inclusion and Belonging are at the heart of PRPAs 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 accommodation or special assistance throughout the interview process please submit a request by email to.

Individuals of Indigenous descent are strongly encouraged to apply.

Required Experience:

Junior IC