Reporting to the Vice President, Commercial and Regulatory Affairs, the Administrative Assistant provides a wide range of confidential executive level administrative support to the Vice President (VP), ensuring the smooth operations of the fast-paced office, and contributing to the overall efficiency and effectiveness of the VP’s role.

The Administrative

Assistant also provides indirect assistance to various Human Resources functions, duties, and initiatives. Provide a broad range of confidential executive, administrative support to assist in maintaining the effective and smooth operation of the Vice President, Commercial and Regulatory Affairs activities, schedules and office administration. Manages the VPs calendar across multiple time zones including the coordination of complex executive meetings, internal and external activities, and proactively addressing conflicts and prioritizing appointments using a variety of online meeting platforms.

Maintains a schedule of regular meetings with members of the PRPA Executive Team, Board of Director’s Committee Chairs, instrumental PRPA employees, and members of the Human Resources team to gage the pulse and progress of key strategic indicators of the PRPA Strategic Plan. Arranges complex and detailed travel plans for VP’s travel and accommodation for attendance at conferences and meetings, may include domestic and international, as required. Assists and supports the VP in preparation of the department’s strategic initiatives documents and special projects, including preparation and reviewing of briefing notes, Assists in the development of highly confidential Human Resources Planning documents, Management Reports, Board of Director’s submissions, etc.

Interacts with members of the Board of Directors, Executive Leadership Team,



senior managers/directors and administrative support staff across the organization to convey information and professionally represent the interests of PRPA. Prepares, drafts and proofreads a variety of public and confidential documents, correspondence, memoranda, presentations, reports, contracts and proposals, including those for Board and Executive audiences. Ensures VP is aware of time-sensitive tasks and/or deliverables, such as background briefing materials for meetings, conferences, or appointments.

Participates in ad-hoc event committees and assist with meeting preparations, assist in the development of draft agendas, gather background materials, attend and record proceedings, prepare and distributes minutes, and take follow-up actions, where required. Provides a bridge for smooth communication between the VP's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Participates in departmental and project meetings for purposes of recording activity, meeting discussions, action items, and outcomes for corporate records.

Proactively identify issues, projects, and activities to ensure the VP is made aware of urgent and emergent issues as appropriate. Assists in the departmental procurement process for the securement of Consultant and Specialized External Services, including the drafting of Services Agreements,



the processing of purchase requisitions and invoices are authorized for payment and submitted for payment. Assists in budget development, monitor monthly departmental expenditures, and process VP expense reimbursements and invoices.

Provides administrative support to the Executive Offices, as required. Works predominately in an office environment. Regular, full-time position (37.5 hours per week). Regular working hours are Monday to Friday, 8:00 AM to 4:30 PM, with a one-hour lunch break (unpaid).

Diploma in Business Office Administration or related field. Post-secondary education in Human Resources is an asset. Minimum 3 years progressive experience in a corporate business environment at the senior level.

Excellent computer skills, including proficiency in Microsoft Office 365, especially Microsoft Word, Excel, Outlook, PowerPoint, One-Drive/SharePoint, and Teams.

Experience working with, or the ability to quickly learn, a computerized Human Resources Management System, and similar software applications is an asset. Proactive in anticipating needs and seeking out solutions, forward-thinking and able to identify areas where you can support even if not directly requested. Excellent organization, time management, and attention to detail.

Robust writing skills are essential, including correspondence, reports, presentations, and minute-taking. Able to obtain security clearance under Transport Canada’s Security Clearance Program. Possess valid Class 5 Driver’s Licence.

The base hourly range for this role is $33.88 to $42.35 Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. Individuals of Indigenous descent are strongly encouraged to apply.

📌 Administrative Assistant, Human Resources (12-Month Contract) (Prince Rupert)
🏢 PRPA
📍 Prince Rupert