Secretary, marine operations

Job title: Secretary, marine operations

Job description: Under the supervision of the harbour master and director of marine operations, the secretary provides administrative and secretarial support to the management team comprising the director, the deputy harbour master, the supervisor, and various coordinators.

Administrative support within Marine Operations:

• Help write and prepare reports, service notes, and correspondence, edit and format them, and translate as needed;
• Prepare documents (passenger vessel berthage requests, vessel schedules, day permits of occupancy, etc.) for approval;
• Compile statistical data (water levels, etc.) and prepare PowerPoint presentations as needed;
• Update documents (registers, manuals, contact lists, etc.);

General administrative support:

• Answer phone calls and requests for general information, directing them to the relevant person and/or providing the requested information to the internal or external client;
• Welcome visitors;
• Handle mail and follow-up;
• File documents and keep filing system and databases up to date;
• Support the clerk of marine operations in daily tasks as needed, including but not limited to issuing invoices for dangerous goods permit fees; surveillance fees for dangerous goods handling; and harbour, berthage and anchorage, and water service fees;
• Stand in for the clerk of marine operations and courier and reception clerk as needed;
• Provide administrative support for meetings;
• Coordinate manager calendar(s);
• Provide administrative support for departmental travel and other events; prepare travel authorizations, make reservations, and submit manager expenses;
• Check office supply inventory and place orders as needed;

Help continuously improve processes related to the position and/or the department, as needed.

Perform any other related tasks.

Qualifications

• A vocational diploma (DEP) with a focus in secretarial studies or the equivalent in combined education and/or experience;
• Strong experience providing executive administrative support and performing related tasks;
• Excellent French and English (spoken and written);
• Extensive knowledge of MS Office (Word, Excel, PowerPoint, etc.);
• Knowledge of AS/400 a plus;
• Strong interpersonal and relationship skills and commitment to customer service;
• Tact, diplomacy, and collaborative skills are essential;
• Strong organizational, prioritization, time management, and meeting planning skills;
• Excellent ability to multitask in a busy environment;
• Excellent judgment, initiative, ability to work independently, attention to detail, and flexibility are assets;

Company: Administration portuaire de Montreal

Expected salary:

Location: Montreal, QC

Job date: Fri, 30 Apr 2021 22:41:47 GMT