Executive Assistant & Board Liaison

CAE; Montreal; On-site; CAD 70,000 - 90,000; Full time

Job summary

A global leader in aerospace and defense in Montreal is looking for an Executive Assistant to support the Chief Legal and Compliance Officer. Responsibilities include coordinating Board meetings, assisting directors, and providing senior-level administrative support. The ideal candidate has 10-15 years of experience and is bilingual in English and French. Join a dynamic team in a fast-paced environment where your organizational skills will thrive.

Qualifications

• Minimum 10-15 years of previous experience as an administrative assistant.
• Significant experience with board support functions.
• Dynamic and team-oriented personality.

Responsibilities

• Coordinate and facilitate Board meetings and related materials.
• Assist directors with onboarding and inquiries.
• Coordinate minutes for all Board and Committee meetings.

Skills

Communication skills in English and French

Organizational skills

Microsoft Office suite knowledge

PowerPoint expertise

Multitasking skills

Attention to detail

Education

College or professional degree in secretarial studies

Tools

MS Project

Job description

About This Role

Reporting to the Chief Legal and Compliance Officer, and Corporate Secretary (CLO), this role is responsible for coordinating Board meetings and related matters and offering executive support to the CLO. This role will require a high degree of integrity and professionalism, while providing timely and accurate administrative and corporate governance support to CAE’s public company Board of Directors.

Responsibilities

• Board Liaison Function: Coordinate and facilitate Board meetings (virtual and in-person), including scheduling, preparing draft agendas, and uploading meeting materials to electronic boardbooks (BoardVantage) within prescribed deadlines; liaising with management to obtain final-approved materials for Board/Committee meetings.
• Board Support: Professionally assist directors with information requests and inquiries. Support newly-appointed directors for onboarding and to provide an effective and smooth transition to their new role and responsibilities; assist directors with their expenses; facilitate communications between the Board and the Executive Management Committee.
• Record Keeping: Coordinate minutes for all Board and Committee meetings for review by the CLO, and internal communications to key senior executives and directors.
• Executive Assistant (C-Level) Function: Senior level administrative support including managing the CLO’s calendar, prioritizing and rescheduling as required; arrange CLO travel plans, including coordinating travel and hotel arrangements; process expense reports; organize quarterly town halls and events; maintain org chart.

Qualifications

• College or professional degree in secretarial studies, or equivalent combination of related training and experience.
• Minimum 10-15 years of previous experience as an administrative assistant.
• Significant experience with board support functions.
• Excellent communication skills in both English and French languages (written and spoken).
• In-depth knowledge of the Microsoft Office suite.
• Excellent knowledge of PowerPoint and MS Project.
• Excellent organizational and planning skills.
• Multitasking and time management skills.
• Good attention to detail, team spirit, flexibility, tact, diplomacy and ability to work in a fast-paced environment.
• Takes initiative, autonomous and willing to learn.
• Maintain high level of confidentiality.
• Dynamic and team oriented.

Position Type

Regular

Equal Opportunity Employer

CAE is an equal opportunity employer committed to providing equal employment opportunities to all applicants and employees without regard to race, nationality, colour, religion, sex, gender identity and expression, sexual orientation, disability, neurodiversity, veteran status, age, or other characteristics protected by local laws.

If you don\'t see yourself fully reflected in every job requirement listed in the job posting, we still encourage you to reach out and apply. At CAE, everyone is welcome to contribute to our success. Applicants needing reasonable accommodations should contact their recruiter at any point in the recruitment process. If you need assistance to submit your application because of incompatible assistive technology or a disability, please contact us at [e-mail]