Executive Administrative Support

Description:

The Prince Rupert Port Authority (PRPA) is currently seeking a proactive and detail-oriented Administrative Assistant to support the Vice President of Finance & Corporate Services. This position plays a vital role in ensuring smooth daily operations by managing scheduling, event coordination, and departmental administration. The role is ideal for someone with excellent organizational and multitasking skills who thrives in a dynamic and fast-paced environment.

The Administrative Assistant will handle a broad range of duties, including executive scheduling, meeting preparation, budget tracking, committee support, interdepartmental coordination, and providing backup assistance across the administrative team. This position also involves liaising with internal and external stakeholders and supporting travel arrangements for senior executives.

Key Responsibilities:

• Manage calendars, appointments, meetings, and team schedules with efficiency and professionalism

• Prepare materials, take minutes, and track action items for various meetings and committees

• Organize and support events, delegations, and corporate functions

• Draft and handle timely correspondence; maintain accurate document filing and archiving systems

• Track, reconcile, and report on departmental budgets, expense claims, and invoices

• Assist with report compilation, data tracking, and administrative documentation

• Serve as a liaison between departments, ensuring smooth coordination and communication

• Provide backup support to other admin staff, analysts, and reception during high workloads or absences

• Coordinate executive travel and logistics, including itineraries and accommodations

• Complete other administrative tasks as assigned by supervisors

Education / Qualifications:

• Post-secondary education required

• Minimum of 3 years’ experience in an administrative role within an industry setting

Required Skills:

• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint)

• Excellent organizational, multitasking, and time management skills

• Strong communication, interpersonal, and relationship-building abilities

• Demonstrated problem-solving, analytical, and customer service skills

• Self-motivated, adaptable, and capable of handling change in a high-paced environment

• Able to work independently and collaboratively in a team

• Strong attention to detail and commitment to accuracy

• Ability to maintain professionalism and confidentiality at all times

Additional Requirements:

• Must possess a valid Class 5 BC Driver’s License

• Must be eligible to obtain Transport Canada Security Clearance

• Demonstrated commitment to PRPA’s Vision and Mission

• Work hours: Monday to Friday, 8:00 AM – 4:30 PM (1-hour unpaid lunch break)

Salary:
Annual salary range: $64,776.00 – $80,969.00
Monthly range: $5398.00 – $6747.41

Work Environment:

• Office-based role with standard weekday hours (37.5 hours/week)

• Occasional overtime may be required during high-priority assignments or events

Why Join PRPA?

• Commitment to equity, diversity, inclusion, and belonging

• Supportive and professional work culture

• Opportunity to contribute to impactful initiatives within a major Canadian port authority