Administrative Assistant, Commercial & Regulatory Affairs

Prince Rupert Port Authority•Prince Rupert, BC

45d•$64,776 - $80,969•Onsite

About The Position

Reporting to the Director, Regulatory Compliance, the position involves efficiently managing scheduling activities, providing comprehensive support for meetings and events, and ensuring timely correspondence. Additionally, responsibilities include providing assistance with budget tracking, maintaining filing systems, and assisting in report preparation. The position also involves providing support to committees, collaborating across the organization, and offering backup assistance as needed.

Requirements

Post-secondary education.
One to three years’ industry experience.
Sound knowledge of computer and proficient in MS Office, especially Outlook, Word, Excel and PowerPoint.
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 environment. Good attention to detail.
Good relationship building skills. Able to establish and maintain effective working relationship with employees at all levels in the organisation.
Self-directed individual.
Demonstrates commitment to the Port’s Vision and Mission.
Able to obtain security clearance under Transport Canada’s Security Clearance Program.
Possess a valid Class 5 BC driver's licence.

Responsibilities

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.