Administrative Assistant, Commercial & Regulatory Affairs

POSITION SUMMARY

Reporting to the Director Regulatory Compliance the position involves efficiently managingscheduling activities providing comprehensive support for meetings and events andensuring timely correspondence. Additionally responsibilities include providing assistancewith budget tracking maintaining filing systems and assisting in report preparation. Theposition also involves providing support to committees collaborating across theorganization and offering backup assistance as needed.

POSITION ACCOUNTABILITIES

• Provide administrative task support; efficiently managing scheduling including coordinating appointments and meetings assisting with tracking team schedules and ensuring timely attendance.
• Providing support for various types of meetings including scheduling preparing and distributing meeting materials recording meeting minutes and assisting with tracking action items.
• Preparing sending and filing correspondence effectively and following up on responses. Additionally track and report on raw data sharing with team for analysis/ reporting as required.
• Assist with monitoring and reconciling departmental budgets assist team leadership with expense claims and accurately code invoices for processing.
• Maintain organized filing systems including assisting with archiving transferring and purging of files and updating of department intranet sites as needed.
• Collaborate with relevant stakeholders to coordinate and compile data for the preparation of comprehensive reports for management.
• Provide dedicated support to various committees across the organization facilitating meetings preparing agendas and materials and documenting discussions and decisions.
• Collaborate with colleagues across the organization to ensure seamless operation and support. Act as a liaison between departments to facilitate seamless communication and coordination of activities contributing to the overall success of organizational initiatives.
• Serve as a reliable point of contact and offer backup support across the organization as needed- during periods of high workload absences or emergencies. Provide assistance and coverage as needed to maintain continuity of essential functions and ensure uninterrupted workflow across departments and functions.
• Complete any other tasks as assigned by the designates supervisor.
• Book or arrange travel for executives and directors when required ensuring efficient coordination of logistics accommodations and itineraries.

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 unpaid lunch break.

JOB SPECIFICATIONS

Formal Education

• Post-secondary education.

Related Experience

• One to three years industry experience.

Other Requirements

• Sound knowledge of computer and proficient in MS Office especially Outlook Word Excel andPowerPoint.
• Thrives in high-paced and entrepreneurial environment.
• Resilient. Embraces and thrives on change.
• Good spoken and written communication skills.
• Good analytical problem solving and organizational skills.
• Good customer service skills.
• Able to work on multiple tasks concurrently and to effectively handle changing priorities.
• Enthusiastic and self-motivated. Works well individually and in team attention to detail.
• Good relationship building skills. Able to establish and maintain effective working relationshipwith employees at all levels in the organisation.
• Self-directed individual.
• Demonstrates commitment to the Ports Vision and Mission.
• Able to obtain security clearance under Transport Canadas Security Clearance Program.
• Possess a valid Class 5 BC drivers licence.

The base salary range for this role is $66072.00 - $82588.00. 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