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Executive Assistant, Office of the Chief Executive Officer

3 months ago

Canada, CA Champlain Bridges Incorporated Full time
Executive Assistant, Office of the Chief Executive Officer

July 16, 2024

Non-unionized position, temporary (March 31, 2026)
Full time - 37.5 h/week

The Jacques Cartier and Champlain Bridges Incorporated (JCCBI) is looking to expand its team to oversee the management, repair and maintenance of road-traffic and active-mobility infrastructure in Greater Montréal.

Our community

JCCBI is a cohesive team with a united voice that connects through cooperation and a culture of mutual support and innovation to achieve its goals. Choosing a career at JCCBI means joining a network of experts who innovate and uphold the sustainability of Greater Montréal’s iconic infrastructure.

The benefits of working at JCCBI

JCCBI is a Crown corporation that provides excellent benefits, a work-life balance, and professional development opportunities. Here are just a few of these benefits:

  • Flexible hours
  • Hybrid schedules: 3 days a week in the office and 2 days of remote work.
  • 15 vacation days (after one year of service), 15 sick leave days, and 5 paid personal days.
  • Reimbursement of sports activity fees.
  • Continuing education program.
  • Referral program.
  • Partial reimbursement of monthly public transit pass or free parking.
  • Offices near the Longueuil–Université-de-Sherbrooke metro station.

Reporting to the Chief Executive Officer (CEO), the selected candidate will act as the Executive Assistant for the Office of the CEO and work closely with the Corporate Secretary, the assistant to the CEO and the Corporation’s other administrative assistants. You will perform a variety of administrative duties to efficiently manage files and priorities.

In close collaboration with the Assistant to the CEO:

Agenda management and work organization

  • Help manage and determine the priority level of the agenda and correspondence of the CEO.
  • Coordinate meetings and perform all related activities such as sending out invitations, reserving and preparing rooms, sending out relevant documents, and performing follow-up.
  • Track and follow up on projects within deadlines.
  • Carefully organize records and/or information of a confidential or unusual nature.

Support for the Corporate Secretary

  • Support the Corporate Secretary by organizing and following up on Board committee meetings:
  • Help prepare, update and archive documents for the four Board committee meetings, which are held at a varying frequency.
  • Help organize different governance training courses for the Board members.
  • Keep the directors’ manual up to date.
  • Help with the annual planning of Board and committee meetings.

Document management

  • Provide support for the ongoing transformation to digitize files.
  • Manage and track documentation in the files of the Office of the Chief Executive Officer and the Corporate Secretary in accordance with the filing plan.
  • Coordinate and serve as secretary for the Executive Committee’s weekly meetings.
  • With different external and/or internal stakeholders, diligently produce memos, documents, reports, minutes, and other types of requests or correspondence.
  • Review and ensure document quality and compliance as per established procedures and standards.
  • Prepare requisitions, expense reports and purchase orders in SAP ByDesign, get the required authorizations to remit payments, and perform the necessary follow-up.
  • Provide administrative support to the Communications Division, including coordinating and convening meetings with partners.
  • Carry out all other tasks or responsibilities related to this position.
  • Manage the logistics of the CEO floor.
  • Check the validity of corporate memberships.

Experience and education

  • College diploma in secretarial studies, office technology, administration or an equivalent combination of education, training and experience.
  • Minimum relevant experience of 10 years in a similar position in support of senior management and for a board of directors.
  • Proficiency with MS Office software.
  • Working knowledge of Adobe Acrobat.
  • Knowledge of Sharepoint.
  • Comfort using Teams.
  • Knowledge of electronic signature software (Consigno, DocuSign, AdobeSign).
  • Knowledge of SAP ByDesign or financial resource planning software.
  • Superior written and verbal communication skills in both official languages (English/French).

Assets

  • Knowledge of a corporate governance platform (DiliTrust).
  • High level of personal and professional integrity, tact and discretion in handling protected and confidential information.
  • Excellent relationship skills when it comes to collaboration, influence and communication.
  • Demonstrate initiative, autonomy and innovation.
  • Excellent understanding of administrative processes and an ability to structure and synthesize information.
  • Excellent judgement, professional maturity, and the ability to stay calm during times of heavy workloads.
  • Have good organizational skills and time and priority management.

Bridge your career. Take the first step to become an essential part of our community. Send your resume and cover letter to:

JCCBI is an equal opportunity employer. We encourage applications from First Nations people, women, racialized people, and people with disabilities. Our offices are also accessible for people with disabilities or functional limitations.

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