Administrative Assistant, Business Development

POSITION SUMMARY

Reporting to the Assistant VP, Business Development, the Administrative Assistant, Business Development is responsible for the efficient operation of the Prince Rupert Port Authority’s Vancouver office and providing administrative support to the Business Development and Market Engagement teams. This role ensures a professional and welcoming environment for visitors while managing a range of front-facing and administrative responsibilities, including reception duties, catering coordination, courier services, and general office support.

Additionally, the position involves providing comprehensive support for meetings and events, timely correspondence, budget tracking, assisting in report preparation, collaborating across the organization, and offering backup coverage as needed.

POSITION ACCOUNTABILITIES

• Provides administrative assistance in the Vancouver office, Business Development (BD) and Market Engagement (ME) teams in Vancouver and Prince Rupert along with external visitors, including greeting guests, supporting meeting logistics, coordinating audio-visual set-up, and catering.

• Conducts general office administration and collaborates with central reception/procurement teams to determine stock/supply needs and place orders for replenishment when required.

• Coordinates service and maintenance visits when required to ensure that the Vancouver office space and equipment are adequately managed with routine maintenance and urgent repairs.

• Prepares reports, correspondence, and research assignments to support the Business Development and Trade & Market Engagement teams.

• Supports the coordination and accuracy of records in organizational systems, maintaining efficient and organized information management for the department including the Customer Relationship Management system.

• Coordinates travel logistics for BD and ME teams, including booking flights, arranging accommodations, and processing travel expense reports and miscellaneous expense claims.

• Supports event planning and market outreach scheduling along with related internal and external communication.

• Tracks and reconciles departmental budgets and accurately code invoices for processing.

• Collaborates 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.

• Provides backup support for other administrative roles when necessary to assist other departments.

• Completes any other tasks as assigned by the designates supervisor.

WORKING CONDITIONS

• Works predominately in an office environment.

• Regular, full-time position (37.5 hours per week). Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break (unpaid).

JOB SPECIFICATIONS

Formal Education:

• Post-secondary education.

Related Experience

• 1-3 years’ related experience.

Other Requirements

• Strong customer service skills, analytical, problem solving and organizational skills

• Professional verbal and written communication skills

• Demonstrates judgment and tact in dealing with sensitive issues and confidential information

• to establish and maintain effective working relationships with all levels of employees

• Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities

• Enthusiastic and self-motivated. Works well individually as well as in a team environment.

• Creative and intuitive thinker

• Resilient. Embraces and thrives on change.

• Proficient in Microsoft Office, especially Microsoft Word, Outlook, Excel and PowerPoint

• Able to obtain security clearance under Transport Canada’s Security Clearance Program

• Possess valid Class 5 BC Driver’s License

The base salary range for this role is $66,072-$82,588. This position is eligible for a performance-based variable incentive targeted at 10% of the base salary.

Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodation or special assistance throughout the interview process, please submit a request by email to [email protected].

Individuals of Indigenous descent are strongly encouraged to apply.