Executive assistant - Legal

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

Job summary

A global aviation leader is seeking an experienced Executive Assistant to support the Chief Legal and Compliance Officer and facilitate Board meetings. The ideal candidate will have extensive administrative experience and be proficient in both English and French. Responsibilities include managing executive schedules, coordinating meetings, and maintaining confidential records. This role demands excellent organizational skills and the ability to work in a dynamic environment.

Benefits

Comprehensive benefits

Inclusive work environment

Opportunities for professional development

Qualifications

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

Responsibilities

• Coordinate and facilitate Board meetings (virtual and in-person).
• Assist directors with information requests and inquiries.
• Manage the CLO’s calendar and travel plans.

Skills

Excellent communication skills in both English and French

Excellent organizational and planning skills

Multitasking and time management skills

Attention to detail

Ability to work in a fast-paced environment

Takes initiative

Education

College or professional degree in secretarial studies

Tools

Microsoft Office Suite

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]

All for building a safer, smarter world

Welcome to CAE! As a global leader in Civil Aviation and Defense & Security across 40 countries, we advance together as One CAE, fueled by thousands of passionate individuals operating in a culture where everyone can thrive. We hold ourselves accountable for building an inclusive community at every level, and our comprehensive benefits support you professionally and personally.

Together, we are All For shaping a future where safety, sustainability, and inclusivity lead the way. Join us and be part of something bigger—where your impact reaches beyond CAE and helps shape the world of tomorrow.

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