Corporate Affairs Assistant

NDT Global; Quebec; On-site; CAD 42,000 - 62,000; Full time

Job summary

NDT Global is seeking a Corporate Affairs Assistant to support the legal team and organization by coordinating corporate records, governance activities, and legal information management. The role emphasizes accuracy, data integrity, and timely deliverables across departments.

The position requires oversight of legal systems, templates, and documentation, with emphasis on confidentiality and collaboration with multiple stakeholders and international teams.

Qualifications

• Secretarial or paralegal training required.
• Strong organizational and communication skills essential.
• Experience with governance, corporate records, or contract management preferred.

Responsibilities

• Coordinate and maintain corporate records, governance documentation, and approvals.
• Serve as a central point for legal information, templates, and databases.
• Support secretarial activities, prepare reports, minutes, and presentations.
• Coordinate meetings, training, and governance projects; track action items.

Skills

Multitasking

Coordination

French language

English language

MS Office

Education

DEP/DEC in Secretarial or Paralegal Studies

Tools

Microsoft Office

Adobe Acrobat

Job description

Purpose

The goal of the Corporate Affairs Assistant is to support the legal team and the broader organization through the coordination of corporate affairs, legal operations, governance activities, and legal information management. The role serves as a key resource for internal stakeholders by maintaining corporate records, managing legal systems and databases, coordinating legal processes, supporting governance activities, and ensuring that legal information is organized, accessible, and accurate. The position contributes to operational efficiency, consistency, and effective risk management across the organization.

Job Overview

• Coordinates and maintains corporate records, legal entity information, authorizations, resolutions, and other governance-related documentation. Supports corporate secretarial activities and ensure legal information remains accurate, organized, and readily accessible.
• Acts as a central point of coordination for legal information, systems, templates, precedents, and records. Maintain legal resources and support knowledge sharing across the Legal Department and the organization.
• Serves as a super-user and co-administrator for contract management, corporate secretarial, intellectual property, and other legal systems. Maintain data integrity, prepare reports, and identify opportunities to improve data quality and efficiency.
• Coordinates signatures, approvals, legal requests, entity-related filings, document retention activities, and other legal workflows while ensuring compliance with established procedures and deadlines.
• Prepares, formats, reviews, and coordinates a variety of corporate and legal documents, including presentations, reports, resolutions, minutes, policies, forms, and correspondence.
• Coordinates Legal Department meetings, governance activities, training sessions, and special projects. Tracks action items, manage follow-ups, and help ensure timely completion of deliverables.
• Gathers information from various departments and external providers to support reporting, audits, due diligence exercises, compliance activities, and other corporate initiatives.
• Supports the development and improvement of legal processes, templates, systems, and procedures to enhance efficiency, consistency, and service delivery across the Legal Department.
• Performs tasks related to legal department operations, including administrative, logistic, clerical, and office support.

Education

• Diploma of Vocational Studies (DEP) in Secretarial Studies, or Diploma of College Studies (DEC) in Secretarial or Paralegal Studies, or equivalent.

Experience

• Experience supporting corporate secretarial, governance, legal operations, or contract management functions.
• Strong understanding of corporate records, legal documentation, and document management practices.
• Experience maintaining databases, repositories, and information management systems.
• Demonstrated ability to coordinate multiple activities and stakeholders while maintaining accuracy and attention to detail.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong organizational, communication, and problem-solving skills.
• Experience working in a multinational or multi-jurisdictional environment is an asset.
• Proficiency in French (spoken and written) and advanced proficiency in English (spoken and written), given the nature of the duties and regular interactions with colleagues, partners, clients, or suppliers based abroad.
• Excellent planning and organizational skills; a sense of responsibility and the ability to execute tasks quickly.
• Proficiency in Microsoft Office software (Excel, Word, PowerPoint), Adobe Professional, and other relevant software