Executive Assistant

Our client, a leading company in the transportation sector, is seeking an executive assistant with proven expertise in the legal field to join their team.

Legal Support

• Preparation and drafting: preparation and formatting of legal documents (contracts, agreements, leases, etc.).
• Corporate documents: drafting and updating minute books and other administrative documents.
• Document management: creating a digital structure for legal and corporate documents.
• Regulatory compliance: preparing annual resolutions and regulatory filings, updating registers.
• Legal research: conducting legal research to stay informed about legislative developments.
• Legal compliance: supporting compliance with laws (protection of personal information, etc.).
• External coordination: collaborating with lawyers and external representatives.

Governance support and administrative assistance

• Corporate calendar management: managing important deadlines using tools like Outlook and SharePoint.
• Priority management: identifying urgent documents and responding to general mail.
• Committee documentation: maintaining charters and taking notes during meetings.
• Project coordination: tracking projects within the finance and administration functions.
• Writing and translation: creating and reviewing various documents (reports, contracts, etc.).
• Internal records management: updating lists of signatories and IT access.
• Event logistics: organizing meetings and training sessions (invitations, reservations, etc.).

Document management

• Implementing document management: developing document management policies and procedures.
• Software deployment: participating in the development of SharePoint, managing access, and training users.

Profile

• College diploma in legal technique, document management, secretarial studies, office technology, or equivalent;
• At least 5 years of experience as an executive assistant;
• Experience working in an environment that requires collaboration with multiple people and managing several projects simultaneously in a legal context within a large company;
• Knowledge of legal documentation terminology;
• Excellent proficiency in Word, Excel, PowerPoint, and Outlook;
• Knowledge of SharePoint software will be considered an asset;
• Excellent writing skills and high proficiency in French and English, both spoken and written;
• Excellent organizational skills, prioritization, and ability to meet deadlines.

Contract Information

• Permanent, full-time position;
• Flexible 37.5-hour workweek;
• Telecommuting;
• Comprehensive group insurance program;
• Registered Retirement Savings Plan (RRSP) with employer contribution;
• Employee Assistance Program and telemedicine;
• Continuing education program offered to employees;
• Annual vacation;
• Mobile leave, sick leave, and federal holidays;
• Free coffee!