Executive Assistant

Do you like to be at the heart of change? Does coordination run through your blood? We are looking for a person who will be in charge of the coordination and corporate secretariat to support the managers and employees of a large national firm.  Hybrid working mode, with some travel.

The recipient of the mandate will be assigned several tasks to various multidisciplinary committees (environment, project management, legal affairs, technical expertise, etc.). The list of responsibilities and tasks to be carried out includes, but is not limited to:

• Coordinate the preparation of the agenda for meetings with the various internal and external stakeholders of the company.
• Coordinate the preparation, follow-up and collection of documents and presentations required for meetings.
• Coordinate the translation of documents into French and English, according to established requirements, with the internal translation team.
• Take charge of organizing meetings, booking rooms, computer requirements and, if necessary, transportation for committee members.
• Send participants the meeting call, the agenda and the related documents prior to the meetings, according to the established requirements.
• Ensure detailed note-taking during meetings.
• After meetings, write minutes, have them translated, if necessary, and submit them to the next meeting for approval, according to established requirements.
• Archive documentation in the organization's document management structure.
• Ensure the continuous link and maintain communications with the members of the committees to ensure the smooth running of the committees.

Profile sought:
-Hold a college diploma in office automation, paralegal or a diploma in the field of administration relevant to this position.
-Have a minimum of 1 year of relevant experience in corporate secretarial work, corporate governance or any other combination of relevant experience.
-Have an excellent command of the French and English languages, both oral and written.
-Demonstrate political sense, diplomacy, flexibility in interventions and rigor.
-Ability to work in a team and in consultation.
-Know how to develop harmonious interpersonal relationships.
-Ability to analyze and synthesize ideas and exchanges effectively.
-Ability to perform and coordinate multiple tasks and responsibilities in parallel.
-Exercise responsibilities with a minimum of supervision and ability to take initiatives.
-Have an interest in learning more about our Indigenous communities.
-Have experience in coordinating and carrying out projects.

Join a dynamic team! We will be happy to discuss this opportunity with you!

As an equal opportunity employer, Personnel Alter Ego values diversity in its workforce and seeks to ensure all groups remain fairly represented. Candidates must have the legal right to work in Canada.