Executive Assistant

1 month ago

Quebec City Quebec, Québec, Canada Groupe Desgagnés Full time

If you are passionate about administrative efficiency and want to play a central role in the HR development of a large-scale company, we look forward to meeting you

We are looking for an Executive Assistant to support the Human Resources Department.

As an Executive Assistant, you will have the opportunity to be involved in various aspects of human resources. You will be responsible for drafting and managing employment contracts, letters, reports, various HR performance indicator tables, updating organizational charts, and coordinating strategic HR projects. This variety of tasks will ensure that you never fall into a routine.

Your role will be to ensure administrative quality and rigor within the HR department. You will manage and format all important documents while ensuring linguistic accuracy in both French and English. This aspect of the job will place you at the heart of the company’s administrative processes.

You must demonstrate flexibility and a strong ability to handle unforeseen events, as priorities can shift quickly based on the needs of the team and ongoing projects. Expert use of Office 365, including Word, Excel, PowerPoint, and SharePoint, will be a key asset in excelling in this role.

You will constantly interact with local and regional HR teams. You will be a point of reference for the team, facilitating coordination and the smooth execution of HR activities.

You will also participate in a variety of HR projects, such as process modernization, implementing training programs, employee referral programs, and job fairs. This will provide you with a comprehensive view of HR issues and projects, and you will be at the crossroads of communications between different business units, ensuring the smooth flow of information and the quality of documents shared.

This position offers you a variety of stimulating tasks and a privileged place at the heart of the HR operations of a growing company. You will play a key role in the daily management and modernization of HR processes while enjoying great autonomy and a collaborative work environment.

If you are passionate about administration, capable of juggling multiple tasks, and want to contribute to the success of the HR department, we look forward to reviewing your application

Specifically, the Executive Assistant's main responsibilities are to:

  • Draft and manage employment contracts for non-unionized employees, including renewals and new hires
  • Prepare, review, correct, translate (French-English), and format various HR documents: letters, presentations, reports, procedures, content for social media, etc.
  • Update organizational charts for different business units and the head office
  • Manage HR performance indicators, including retention and turnover charts
  • Monitor HR programs, such as referral programs, by managing communications and updates
  • Manage internal and external communications, ensuring the quality and clarity of content distributed within the company
  • Assist in preparing agendas, reports, and documents for committees, and track major files related to the Vice-Presidency
  • Manage the agenda of the HR Vice-Presidency, coordinate meetings, and track internal and external correspondence
  • Participate in the preparation of the annual HR department budget and monitor expenses in collaboration with the Vice-Presidency
  • Support the redesign and modernization of HR documents, including forms and presentations, and other materials
  • Assist in preparing communication materials for internal HR seminars and events in collaboration with HR partners
  • Manage and update HR data in internal systems and platforms, including tracking reports and HR dashboards
  • Perform other related tasks as required by the HR department to support its daily activities

Working conditions

  • Permanent position, daytime shift
  • Flexible schedule of 37.5 hours per week
  • Telecommuting policy (50 %)
  • Comprehensive group insurance program (including dental insurance)
  • Registered Retirement Savings Plan (with employer contribution)
  • Employee assistance program and telemedicine
  • Continuing education program offered to employees
  • Social Club
  • Parking available and accessible by the Québec-Lévis ferry
  • Annual vacation
  • Floating vacations, sick leave and statutory holidays
  • Free coffee

In addition to these advantages, come and experience the joys of working in the Petit-Champlain neighborhood near the water (perfect for a morning-evening jog), stores and sidewalk restaurants


Skills required

  • Hold a DEC (College Diploma) in legal techniques, administrative techniques, or secretarial studies
  • Have 4-5 years of relevant experience in a similar position
  • Able to work in a multitasking environment
  • Strong planning and organizational skills
  • High attention to detail and a strong sense of rigor
  • Good knowledge and command of the Microsoft Office suite
  • French: Excellent proficiency, both spoken and written
  • English: Intermediate to advanced proficiency, both spoken and written
  • Proficient in Microsoft Office 365 (Word, Excel, Outlook, SharePoint, Forms, PowerPoint) and social media management (LinkedIn, Facebook)
  • Capability to work under pressure
  • Ability to collaborate and work effectively in a team
  • Excellent interpersonal and communication skills
  • Autonomy, rigor and good judgment

Sail into your future with us

Desgagnés Inc. is a Québec-based group renowned for the quality of its marine and land-based operations. Headquartered in Québec City, its subsidiaries are represented in major Canadian ports, the Middle and Lower North Shore area, and the Canadian Arctic. Desgagnés stands out for the diversification and synergy of its activities, which extend both nationally and internationally.

In addition to its head office, the subsidiaries operate successfully in their respective fields. Each subsidiary, with its unique characteristics, must coordinate its activities in line with the overall strategy defined by the company's general management and its own business objectives.

Ready for a new opportunity?

Contact us to find out if the Executive Assistant – HR department position is right for you

The masculine form is used to lighten the text, without prejudice to the feminine form.

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