Executive Assistant, Legal Affairs

4 weeks ago

Montréal QC, Canada GILDAN Full time

The opportunity

The primary purpose of the job is to provide administrative support to the Vice-President, General Counsel and Corporate Secretary in connection with his/her roles and responsibilities. As the primary contact and administrative interface for the Chair of the Board and the Board of Directors more generally, this role must exercise a high level of diplomacy and confidentiality, tact and excellent interpersonal skills.

The role

Corporate Secretarial Support & Board of Directors

  • Correspondence to the Board of Directors
  • Coordination of Meetings with Board / Board and Third Parties
  • Diligent Boards and Diligent Messenger Administrator and Manager of Documentation on Diligent for Board and Committee meetings (Agendas, Notice of Meeting, Resolutions) and other regular reports to Board (monthly reports from CFO)
  • Maintenance of Contract Lists, Attendance Lists, Committee Members and Preparation of Board Memo templates.
  • Prepares Notice of Meetings and templates of minutes for Board and committee meetings, coordinates finalization of minutes with signatures and files minutes.
  • Coordinates certain planning documents (Board remuneration, upcoming meetings).
  • Updates Resource Centre with Current Gildan documents and policies.
  • Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings, events schedule, transportation/flights, hotel, dinners, catering for Board meetings.
  • Board Budget & Expense accounts for Directors.
  • Electronic payments to Directors and letters re payments, DSU statements, tax deductions.
  • Interfaces with external auditors and Coordinate documents required for External Auditors and others.
  • Preparation of Orientation for New Director/ Retirement for Exiting Directors.
  • Administers Board Effectiveness Questionnaire / Questionnaire Administration.
General Counsel & Legal Affairs Support

  • Supports the calendar of appointments and meetings within Outlook; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents.
  • Provide 'gatekeeper' and 'gateway' role, providing a bridge for smooth communication amongst the legal team.
  • Supporting the General Counsel in planning and preparing the Legal Department budget and maintaining a tracking system therefor;
  • Coordinating and ensuring proper processing, approval and payment of external legal counsel fees and expense reports;
  • Assisting in the daily management of the Legal Department filing and record-keeping system, including maintaining, managing and opening electronic and paper files;
  • Performing secretarial functions for the General Counsel and the Montreal Legal Team as needed - principally the General Counsel and two legal directors, such as typing of correspondence, memoranda and other documents, opening and distributing mail, ordering and tracking supplies for the Legal Department, setting up and coordinating meetings and conference calls, as required, managing incoming and outgoing emails and correspondence to ensure compliance with internal record keeping policies and filing management, preparing and overseeing expense reports and insurance claims;
  • Design, create, proofread, and update Microsoft PPT presentations, Excel spreadsheets and Word documents;
  • Tracking all negotiated and finalized agreements related to the Montreal Legal Team to ensure that they are properly executed, and that executed copies are obtained for the Legal Department's records, along with ensuring that they are properly scanned, saved and filed;
  • Supporting the Legal Department in various projects, as needed.
The requirement

  • Certificate or attestation of training in secretarial/administrative support
  • At least three (3) years of experience in a law firm or in-house legal department or experience in supporting executives at publicly traded company.
  • Demonstrated success in working in a demanding, high performance environment.
  • Exceptional organization skills, ability to prioritize, discretion, attention to detail.
  • Proficiency in the use of office software applications (Excel, Word, PowerPoint, etc.)
  • Experience in Diligent Boards software would be preferable.
  • Ability to communicate with all levels of the organization.
  • Bilingual French, English speaking and writing, Spanish is a plus.
This position requires proficiency in a language other than French to support customers, employees or markets located outside the province of Quebec or requiring services in a language other than French - mainly English.#LI-VG1

What's in it for you?

  • Join a publicly traded company dual-listed on NYSE and TSX with great potential
  • Be part of a workplace where meaningful connections and teamwork are celebrated
  • From local to international, be ready to work alongside a diverse group of colleagues
  • Benefit from mentorship and continuous development opportunities
  • Take advantage of our attractive benefits packages
We want to get to know you better Please include your transferrable skills and unique experience in your application to help us learn more about you.

We thank all applicants for their interest, however , only those selected for interviews will be contacted.

Come as you are:

We recognize the importance of diversity, equity, and inclusion to create a meaningful, collaborative work environment. As an inclusive employer, we value and embrace all the traits that make you uniquely you and seek to provide everyone with an equal chance to succeed. Because equity and inclusion matter at Gildan.

#FindYourFit at Gildan and tailor the future of your own career. #J-18808-Ljbffr

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