Job Information
Port of Vancouver Administrative Assistant - CFO Division (Term for a period of up to 1-year) in Vancouver, British Columbia
JOIN US IN ENABLING TRADE THROUGH CANADA'SLARGEST PORT.
The Vancouver Fraser Port Authority is an arm’s-length federal agency responsible for the shared stewardship of the lands and waters that make up the Port of Vancouver, Canada’s largest port. Our mandate, as outlined in the Canada Marine Act, is to enable Canada’s trade objectives on behalf of all Canadians, ensuring the safe movement of goods through the Port of Vancouver while protecting the environment and considering local communities.
As an organization with a significant impact on communities and businesses across Canada, the Vancouver Fraser Port Authority is dedicated to diversity, inclusion, and sustainability. We strive to create a workplace that mirrors the richness of our community, empowering all employees to achieve their full potential.
The Administrative Assistant – CFO Division provides administrative support for the Program Director RBT2, and RBT2 Project Finance teams. As a member of the administrative support team, works with the department members in support of departmental and organizational objectives. As required, this position performs other related duties.
What you do:
Provide internal and external customer serviceby actively responding to customer needs, retrieving, and communicatinginformation via telephone, email or in-person or redirect as appropriate.
Track and enter staff payroll, registeremployees for conferences/courses, make travel arrangements and prepare expenseaccount claims.
Open mail and action or distribute as requiredand maintain department filing and tracking systems. Facilitate approvals for a variety ofdocuments to adhere to corporate policies and directives.
Compose, proofread and format correspondence,presentations and spreadsheets. Assemble, prepare, collate and distribute asrequired.
Facilitate on-boarding and off-boardingprocedures for employees. Provideorientation and training on department and corporate processes.
Provide project administration support andcoordinate assigned department and corporate processes. Prepare and provide information andinstructions to facilitate user training.
Identify opportunities for continuousimprovement and create procedures and templates to assist with processes. Maintain a bring-forward system and follow-upon routine responsibilities. Prioritizeand multi-task assignments to meet deliverables.
Coordinate purchases using department creditcards and reconcile statement.
Track financial expenditures, code invoices forpayment and assist with the preparation of annual and monthly departmentoperating budgets, variance reports and year-end accruals. Follow-up on routine financial queries.
Coordinate leave, prepare training andreference materials and cross-train to ensure administrative coverage withindivision.
Organize meetings and events, including bookingmeeting rooms/venues, arranging catering, purchasing gifts, preparing meetingmaterials. Prepare and mail invitationsand coordinate RSVP’s. Communicate details to participants.
What you bring:
You will be a high school graduate with aminimum of 1 1/2 years as an administrative assistant.
You will have excellent keyboarding skills (aminimum of 60 wpm), personal computer proficiency in MS Office Suite and otherrelated applications, along with the ability to operate contemporary officemachines.
You will have previous experience using acomputerized accounting system (an asset).
You will be a customer service-orientedindividual with good interpersonal and communication skills.
You will be a team player with excellentorganizational skills and flexibility to manage multiple tasks and changingpriorities.
You will demonstrate of initiative, the abilityto work independently and the maintenance of accurate and timely work outputare essential.
What we offer:
Market-competitivebase salaries and variable incentive plan
Generousand inclusive benefits offering including retirement benefits plan
Flexibleremote work program
Earnedtime off program
Paidvacation and personal care leave
Learning,development, and advancement opportunities
Onsitegym with towel service in a national landmark in the heart of Vancouver’swaterfront
Friendly,unique, and respectful workplace
Location: Vancouver, Canada
Job type: Bargaining Unit, Full-Time, Temporary, Hybrid
Working environment: Normal working office conditions.
*MARINE TRANSPORTATION SECURITY CLEARANCE *
The incumbent must obtain and maintain a valid Marine Transportation Security Clearance as this position is required to access restricted areas/information as defined by the Marine Transportation Security Regulations.
This is Canadian-based employment, and it isexpected that all employees maintain legal entitlement to work in Canada.Applicants selected to move forward in the hiring process may be subject tobackground checks, including but not limited to criminal record, credit, and/orreference checks.
At the Vancouver Fraser PortAuthority, we are dedicated to employment equity and a workplace reflective ofthe diversity of our port community. We welcome applications from all qualifiedcandidates including women, persons with disabilities, Indigenous peoples, andmembers of visible minorities. Reasonable accommodation can be provided in theselection process and while working with the port authority. If you requiresupport applying to our openings, please contact us at careers@portvancouver.com .
We recognize and acknowledge that we arelocated on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh(Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. To learn more about ourindigenous relations and commitment to reconciliation, please visit our website (https://www.portvancouver.com/community/indigenous-relations/) .
