EXECUTIVE ASSISTANT

Come work with us!

HOPA is a small but mighty team of approximately 60 staff, comprised of experts in disciplines ranging from Engineering to Communications, and virtually everything in between. Together we manage Ontario’s largest and most successful port network, and we strive to do our job in a way that protects the environment and enhances our community.

 

Interested in learning more about this exciting opportunity? Read more below!

Position Overview:

The Executive Assistant provides vital support to HOPA’s President & CEO and Executive team. This key role is an opportunity to work directly with the leadership team and Board of Directors of a dynamic, entrepreneurial organization. The ideal candidate is energetic, detail-oriented and eager to learn, with experience in a professional office environment.

What you’ll do:

  • Provide administrative support to President & CEO including scheduling; organize internal and external multi-party meetings; prepare meeting agendas and support materials; prepare travel arrangements for CEO and Directors.
  • Prepare correspondence and presentations for CEO; upkeep of CEO files.
  • Organize Executive/Board Meetings including preparing Boardroom, arranging catering, a/v setup.
  • Assist the Corporate Secretary in the preparation of Board meeting agendas; record Board meeting minutes; Board correspondence as required; support governance-related reporting and administration; assist in circulating documents for approval.
  • Assist Executive Vice President with management and upkeep of files.
  • General administrative tasks such as answering direct incoming calls; checking voicemail; greeting visitors; maintaining coffee station supplies.

Education and Special Skills:

  • Post-secondary education; Paralegal course considered an asset
  • Strong reading and written communication skills, ability to craft professional correspondence
  • Excellent technical proficiency in Microsoft Office (Word, Excel, Powerpoint, Outlook)

Experience:

  • Minimum 3 years of experience as an Executive/Administrative Assistant
  • Experience providing Board/Committee/governance support and/or minute-taking experience an asset;
  • Experience in Paralegal or Legal Administrative Assistant role an asset

Salary Range

Starting salary of $56,000-$60,000, commensurate with experience.

HOPA offers a competitive compensation package, including annual bonus program; defined contribution pension plan and health benefits; education support; employee charitable donation matching and more. HOPA offers a hybrid work model, subject to an onboarding period and requirements of the role.

 

Vaccination Policy:

Please note, HOPA requires all employees to be fully immunized from COVID-19.

 

Who we are:

Hamilton Oshawa Port Authority (HOPA Ports) manages industrial waterfront properties and marine facilities in Hamilton, Oshawa and Niagara. With more than 1,000 acres and 140 tenant companies, 40,000 jobs in Ontario are connected to the cargo we carry.

 

We’re a team of multimodal infrastructure experts that is unique in Ontario. Together with our customers, industry partners and stakeholders, we’re making the most of Ontario’s transportation and industrial assets to build prosperous and resilient port cities.

 

MISSION

We are responsible stewards of the port lands and their robust marine, road and rail networks. We create prosperity by facilitating commerce and providing sustainable solutions that offer value to our port customers and benefit to our communities.

 

VISION

Create and lead an integrated port network on the Great Lakes.

 

VALUES

  • Respect and inclusivity
  • Innovation and productivity
  • A safe, empowered and positive team
  • Collaboration to create long-term value
  • Accountability for our decisions and our actions
  • Continuous improvement and learning

 

Everyone is welcome

As part of our commitment to inclusivity, diversity, equity and accessibility, our goal is a workforce that reflects the communities we serve. We welcome all qualified applicants to apply including individuals with disabilities, those who identify as Black, Indigenous or persons of colour, members of the LGBTQ2S+ community and others. We are happy to honour accommodations at any part of the recruitment process and invite you to let us know how we can help.

To apply for this role, email jobs@hopaports.ca with your resume.

We thank all applicants; only those selected for an interview will be contacted.

EXECUTIVE ASSISTANT

Come work with us! HOPA is a small but mighty team of approximately 60 staff, comprised of experts in disciplines ranging from Engineering to Communications,

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