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Prince Rupert Port Authority

Administrative Assistant, Business Development

Vancouver, BC, V6E 0C3, Canada

The base salary range for this role is $66,072-$82,588. · Full-time

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Job details

Pay: The base salary range for this role is $66,072-$82,588.
Job type: Full-time
Experience: 1-3 years’ related experience.
Working hours: 37.5 hours per week
Posting language: English
Posted: Sep 24, 2026

Original job description

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 careers@rupertport.com.

Individuals of Indigenous descent are strongly encouraged to apply.

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More about this job

Responsibilities

The Administrative Assistant provides comprehensive support to the Business Development and Market Engagement teams, including managing office operations, reception duties, and meeting logistics. They are also responsible for budget tracking, report preparation, and maintaining organizational records.

Requirements

Candidates must have post-secondary education and 1-3 years of related administrative experience. Proficiency in Microsoft Office and the ability to obtain security clearance under Transport Canada’s Security Clearance Program are required.

Skills

Administrative support
Customer service
Meeting logistics
Budget tracking
Report preparation
Travel coordination
Microsoft Office
Microsoft Word
Microsoft Outlook
Microsoft Excel
Microsoft PowerPoint
Problem solving
Organizational skills
Communication skills
Time management
Data management

Benefits

Performance-based variable incentive

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Business Development
Market Engagement
Reception
Office Administration
Budgeting
Invoicing
Travel Logistics
Event Planning
CRM
Microsoft Office
Microsoft Word
Microsoft Outlook
Microsoft Excel
Microsoft PowerPoint
Security Clearance
Transport Canada
Class 5 Driver’s License
Reporting
Research
Procurement
Maintenance
Communication
Coordination

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