Executive Assistant, Legal Affairs & Corporate Secretariat

At VIA HFR, we are re-imagining passenger rail service on behalf of the Government of Canada! Our goal is to create a new sustainable train network that that will run faster, more often and will be more reliable between Toronto and Québec City. The HFR project is Canada's largest infrastructure project in generations.

Are you ready to take on a stimulating and impactful challenge? Look no further: VIA HFR is looking for an Executive Assistant, Legal Affairs & Corporate Secretariat.

The role

The candidate assists the members of VIA HFR's Legal Affairs & Corporate Secretariat team in carrying out their various mandates. This team consists of a Vice-President, a Corporate Secretary and several legal advisors. In the course of his/her duties, the Executive Assistant must demonstrate rigor, discretion, collaboration and efficiency.

The Responsibilities

Document management: Ensure the proper management of electronic documents processed by the team, including participation in the contract signing process and filing, as well as the proper electronic storage of documents produced and received by the team, such as legal opinions and reporting documents.

Organization: Assist team members in the organization of meetings they convene, and more specifically the Corporate Secretary in the planning and organization of Board and Board Committee meetings (e.g. preparation of meeting schedules and meeting books on Diligent, room reservations) as well as during their running.

Writing: Draft a variety of documents including letters, e-mails and templates for minutes, presentations, memos, etc.

Administration: Contribute to the administration of the Vice-Presidency's budget by collaborating on the production of expense reports, the preparation and monitoring of budgets, and the processing of invoices from external legal advisors.

Clerical: Support team members in the preparation of legal and corporate documents (e.g. printing, editing).

All other related tasks.

The Requirements

• High school diploma (mandatory).
• Diploma of Vocational Studies in Legal Secretarial (DEP) (an asset).
• Minimum 3 to 5 years of experience in a law firm or in the legal department of a large corporation.
• Excellent command of the French language, both oral and written.
• Intermediate to advanced level of English.
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Proficiency in Diligent software (an asset).
• Thoroughness and attention to detail.
• Good organizational skills.
• Demonstrate initiative and autonomy.
• Good interpersonal skills.
• Ability to manage a high volume of files simultaneously.
  
  

Why join our innovative team?

• Group insurance that is fully paid for you and your family, including medical, dental, life, disability, etc.
• A pension plan and saving options (RRSP and TFSA)
• Flexible benefits: access to wellness and health accounts to support your lifestyle
• Vacation based on experience, available as soon as you're hired
• Incentive bonus program
• Work in flexible hybrid mode
• A work environment that encourages initiative, innovation and forward-thinking solutions
• A unique opportunity to craft the future of transportation in Canada
  
  

We strive to create strong and diverse teams

At VIA HFR, we believe in the strength of diverse teams. We aspire to offer an inclusive and equitable work environment where everyone can develop and flourish. We therefore invite all qualified individuals, regardless of their identity or differences, to apply. You can learn more about the whole project on our VIA HFR webpage.

Please let us know if you require any accommodation during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any accommodation confidential.

Please note that only those candidates selected for an interview will be contacted.