Executive Assistant (Term for a period of up to 9 months)

Job summary

Provide high-level administrative support to the President and CEO, including managing complex calendars and coordinating logistics for meetings and travel. Serve as a primary point of contact for stakeholders and handle sensitive organizational documentation and departmental administration.

Job details

Detailed Job Description Where your career meets Canada’s future At the Vancouver Fraser Port Authority, the work we do matters. Every day, our people help connect Canada to global markets, strengthen supply chains, support sustainable growth, and shape the future of Canada’s largest port. If you're looking for purposeful work where your contributions make a difference, you'll find it here - supported by a team that is collaborative, innovative, and committed to excellence. Why join us At The Port Authority, We’re Committed To Delivering An Employee Experience That Is As Rewarding As The Work Itself. We Offer Meaningful work that contributes to Canada’s trade and economic prosperity Opportunities for learning, development, and career growth A collaborative and inclusive workplace culture Competitive compensation and comprehensive benefits Flexible programs that support employee wellbeing and work-life integration Be at the centre of decision-making by supporting executive leadership in delivering strategic priorities that shape the future of Canada's largest port. This role offers a unique opportunity to collaborate across the organization, build relationships with senior leaders and stakeholders, and contribute to work that has a meaningful impact on trade, communities, and the Canadian economy. Build a career with purpose If you’re looking for work that is meaningful, challenging, and connected to something bigger, we’d love to hear from you. Join us and discover how your career can help shape Canada’s future. The Executive Assistant is responsible for the senior executive administrative support for the President and CEO in support of organizational objectives in a manner that reflects organizational values. What Success Looks Like Manage complex executive calendars, prioritizing meetings, commitments, and activities to optimize the Vice President’s time. Coordinate meetings, events, and travel arrangements, including agendas, materials, logistics, catering, venues, and participant communications. Monitor and manage correspondence, bringing forward priority items, follow-ups, and actions requiring executive attention. Prepare, edit, and format reports, presentations, briefings, correspondence, spreadsheets, and other business documents. Conduct research and compile information to support executive decision-making and organizational initiatives. Serve as a key point of contact for internal and external stakeholders, responding to inquiries and ensuring professional, timely communication. Support departmental administration, including budget tracking, purchase orders, contracts, invoices, expense management, and delegated approval processes. Handle sensitive and confidential information with discretion while managing mail, records, and documentation. Collaborate with the executive assistant team to provide seamless executive support, cross-training, and coverage across the organization. Coordinate and support executive participation in meetings with government, industry, and community stakeholders, as well as corporate events, committees, and cross-functional initiatives. Qualifications Completion of a certificate in management or another acceptable certificate. A minimum of 2 years related senior executive assistant experience. Must be proficient in MS Word, Excel, PowerPoint, and Outlook. Location: Vancouver, Canada Job type: Exempt, Full-Time, Temporary (up to 9 months), Hybrid Working environment: Normal 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 all employees are expected to maintain legal eligibility to work in Canada. Applicants advancing in the hiring process may be subject to technical assignments, psychometric assessments, and/or background checks, including but not limited to criminal record, credit, and/or reference checks. At the Vancouver Fraser Port Authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community. [SB3] We believe our strength comes from the diverse perspectives, experiences, and backgrounds of our people. We welcome applications from all qualified candidates, including Indigenous Peoples, women, persons with disabilities, racialized individuals, members of the 2SLGBTQIA+ community, and other equity-deserving groups. Reasonable accommodation can be provided in the selection process and while working with the port authority. If you require assistance with applying to our openings or are seeking accommodations to apply[SB4] in an alternative format, please contact us through a confidential, secure inbox at accessibility@portvancouver.com. We are committed to supporting your needs and will do our best to provide the necessary assistance. We recognize and acknowledge that we are located on the traditional, ancestral, and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. To learn more about our First Nation relations and commitment to reconciliation, please visit our website.

What you’ll do

Provide high-level administrative support to the President and CEO, including managing complex calendars and coordinating logistics for meetings and travel. Serve as a primary point of contact for stakeholders and handle sensitive organizational documentation and departmental administration.

Requirements

Requires a certificate in management or an equivalent qualification and at least 2 years of senior executive assistant experience. Proficiency in Microsoft Office Suite and the ability to obtain a Marine Transportation Security Clearance are essential.

Benefits

• Competitive Compensation • Comprehensive Benefits • Flexible Programs For Employee Wellbeing • Learning And Development Opportunities

Listed skills

• business correspondence · Preferred
• report preparation · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Meeting Coordination
• Travel Arrangements
• Report Preparation
• Business Correspondence
• Research
• Stakeholder Communication
• Budget Tracking
• Expense Management
• Confidentiality
• MS Word
• MS Excel
• MS PowerPoint
• MS Outlook

Job areas

• Administrative
• Transportation
• Government & Public Sector
• Management & Leadership