Job Information
Port of Vancouver Administrative Assistant - CFO (Term for a period of up to 6-months) in Vancouver, British Columbia
JOIN US IN ENABLING TRADE THROUGH CANADA'S LARGEST 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 – Chief Financial OfficerDivision provides administrative support for designated department(s) within the CFO division. As a member of the administrative support team, works with the department members in support of departmental/ organizational objectives. As required, this position performs other related duties.
What you do:
Provideinternal and external customer service by actively responding to customerneeds, retrieving and communicating information via telephone, email orin-person or redirect as appropriate.
Trackand enter staff payroll, register employees for conferences/courses, maketravel arrangements and prepare expense account claims.
Openmail and action or distribute as required and maintain department filingand tracking systems. Facilitateapprovals for a variety of documents to adhere to corporate policies anddirectives.
Compose,proofread and format correspondence, presentations and spreadsheets.Assemble, prepare, collate and distribute as required.
Facilitateon-boarding and off-boarding procedures for employees. Provide orientation and training ondepartment and corporate processes.
Assistsdepartments with processing required documentation for out of countryshipments.
Receiveand process incoming cash, cheques and EFT payments, prepare and make bankdeposits. Coordinate distributionof cheques and EFT remittances to vendors.
Coordinatepurchases using department credit cards and reconcile statement.
Trackfinancial expenditures, code invoices for payment and assist with thepreparation of annual and monthly department operating budgets, variancereports and year-end accruals.Follow-up on routine financial queries.
Providecontract administration support and assist with preparation of purchaseorders, contracts and submissions.
Coordinateleave, prepare training and reference materials and cross-train to ensureadministrative coverage within division.
Organize,lead and participate in administrative professional and division supportteams and committees.
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. Take minutes at meetings and distribute on atimely basis.
Perform other duties as required.
Highschool graduate with a minimum of 1 ½ years of experience as anadministrative assistant.
Musthave excellent keyboarding skills (a minimum of 60 wpm) along withpersonal computer proficiency in MS Office Suite, and other relatedapplications.
Mustbe able to operate contemporary office machines and have the ability towrite routine materials.
Inaddition, must have excellent editing and proofreading skills.
Previousdata entry experience using a computerized accounting system andexperience receiving and processing cash and cheques would be an asset.
Must be a customer service-oriented individualwith good interpersonal and communication skills.
This individual must have an excellent verbaland written communications skills, with the ability to communicate tactfullyand positively with all contacts, both internal and external.
Must be a team player with excellentorganizational skills and flexibility to manage multiple tasks and changingpriorities.
Demonstration of initiative, the ability to workindependently and the maintenance of accurate and timely work output areessential.
Market-competitivebase salaries
Learning,development, and advancement opportunities
Onsitegym with towel service in a national landmark in the heart of Vancouver’swaterfront
Friendly,unique, and respectful workplace
What you bring:
What we offer:
We offer a robust total rewards package including:
Location: Vancouver, Canada
Job type: Bargaining Unit, Temporary, In-office
Working environment: Normal working office conditions
The incumbent must obtain and maintain a valid Marine Transportation Security Clearance when specific projects require this position to access restricted areas/information as defined by the Marine Transportation Security Regulations.
This is Canadian-based employment, andall employees are expected to maintain legal eligibility to work inCanada. Applicants advancing in the hiring process may be subjectto technical assignments, psychometric assessments, and/or backgroundchecks, including but not limited to criminal record, credit, and/or referencechecks.
At the Vancouver Fraser Port Authority, weare dedicated to employment equity and a workplace reflective of the diversityof our port community. We welcome applications from all qualified candidatesincluding 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 requireassistance with applying to our openings or are seeking accommodations to applyin an alternative format, please contact us at careers@portvancouver.com.We are committed to supporting your needs and will do our best to provide thenecessary assistance.
We recognize and acknowledge that we are located onthe traditional territories of the x ʷməθk ʷəy ̓əm (Musqueam), S ḵwx ̱w ú7mesh (Squamish), and səlilwəta ɬ (Tsleil-Waututh) Nations. To learn more about ourFirst Nation relations and commitment to reconciliation, please visitour website .