It’s not every day you come across an opportunity like this: a chance to work with an organization that has a direct impact on the total Canadian economy and the ability to re-imagine how that organization is seen by its members, and Canadians across the country. Oh, and did we mention the REALLY big ships?
We’re the Association of Canadian Port Authorities – we’ve been in existence for over 60 years, representing the 17 Canada Port Authorities located across the country. Together, these ports account for more than $400 billion towards the Canadian economy. It is without exaggeration when we say that when you work with us, you will impact one of the biggest economic levers in the country.
If you’re ready for an exciting and dynamic role in an incredibly impactful organization, then we can’t wait to hear from you.
What you’ll be doing
As our new Executive Assistant / Office Manager, your main responsibilities will be split into four streams.
- Executive support – you’ll work directly with the President, managing her agenda and priorities, and assisting with meetings, correspondence, and travel arrangements as needed. Your day-to-day support will be critical, so she can focus on achieving the organization’s long-term, strategic goals.
- Office management – you’ll oversee all aspects of the physical office environment and serve as the point person for dealing with suppliers and vendors (i.e. IT services, equipment, office supplies etc.).
- Accounting support – you will be the main liaison to our offsite bookkeeping service, managing the AP function, and work with QuickBooks.
- General administrative support – as needed, you’ll provide support to our team and board, particularly in preparation for board and committee meetings. This includes scheduling, booking travel and accommodations, logistical arrangements for meeting venues, compiling and distributing meeting materials, and sometimes attending meetings to take minutes.
Success in this role will require someone who understands how to manage multiple competing priorities effectively, in a high-volume rapidly changing environment. We want someone who is not afraid to step up and truly own their role – someone who is comfortable working closely with a group of strong personalities, and confident enough to know when, where, and how to push back to ensure the team always stays on track.
Working with the Association of Canadian Port Authorities
This is a full-time permanent position, working Monday to Friday during core business hours, with flexibility. We’re offering a highly attractive annual salary of $65,000 - $70,000/year commensurate with experience, along with three weeks vacation, Christmas shutdown, and a funding package that you can self-direct to an RSP and benefits package of your choice.
Occasional travel is required (once or twice a year), as are the odd evening and early morning as required by the Board. We are also a small office (just five people!) so fit is huge. We need someone who truly embraces innovation, collaboration and cohesion, and continuous learning; someone who is excited to thrive in a high-pressure environment and bring positivity to everything they do no matter what the day throws at them.
What Makes You an Ideal Candidate
Excitement and passion for everything you’ve read so far will go a long way, but your success in this role will also depend on the following skills and experiences:
- Experience as an executive assistant, office management and/or administrative role in a small office environment
- Experience preparing professional communications, with excellent English writing skills
- Functional bilingualism in English/French is a STRONG asset (must be able to read French at a minimum)
- Experience with accounts payable or other bookkeeping functions
- Strong proficiency with Microsoft Office Suite including Word, Excel and Outlook (calendar management, formatting, formulas)
- Experience supporting a CEO, senior executive and/or Board of Directors will be a significant asset
- Post-secondary degree or diploma in administration, office management, or similar
How to Apply
Our online application gives you the chance to apply as more than just a resume. We’ll assess your qualifications, personality traits and workplace preferences, which should take 10 to 15 minutes to complete. After submitting, you'll be able to view your results.
We strive to build diverse teams that reflect the community, and encourage applications from underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities. If we can make this easier through accommodation in the recruitment process, please contact us using the “Help” button.
We will review applications, with priority given to those who have completed the assessment and look forward to hearing from you.