Executive assistant - Legal

CAE; Montreal; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading aerospace company in Montreal is seeking an experienced Executive Assistant to provide administrative support for the Chief Legal and Compliance Officer. This role includes coordinating Board meetings, assisting directors, and managing the CLO's calendar. Candidates must possess a college degree, significant administrative experience, and excellent communication skills in both English and French. Competitive compensation and a professional work environment are offered.

Qualifications

• 10-15 years of previous experience as an administrative assistant.
• Significant experience with board support functions.
• Ability to maintain confidentiality.

Responsibilities

• Coordinate and facilitate Board meetings, including scheduling and preparing agendas.
• Assist directors with information requests and inquiries.
• Manage the CLO's calendar and arrange travel plans.

Skills

Communication skills in English and French

Organizational skills

Time management skills

Education

College or professional degree in secretarial studies

Tools

Microsoft Office

PowerPoint

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.

Key Responsibilities – Board Liaison Function

Board Meeting Support

• 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 on-boarding 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, 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 as required, which includes coordinating travel and hotel arrangements.
• Process expense reports.
• Organize quarterly town halls and events.
• Maintain org chart.

Requirements:

• 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.

#LI-ND1

Position Type

Regular

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

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 indentity 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]