Assistant, Corporate Secretary

2 months ago

Montreal, Canada Via HFR Full time

At VIA HFR, we are re-imagining passenger rail service on behalf of the Government of Canada Our goal is to create a new sustainable train network that that will run faster, more often and will be more reliable between Toronto and Québec City. The HFR project is Canada's largest infrastructure project in generations. Are you ready to take on a stimulating and impactful challenge? Look no further: VIA HFR is looking for an Assistant, Corporate Secretary / Legal Counsel.

The role

The person holding the position of Assistant Corporate Secretary / Legal Counsel, Compliance and Ethics will report to the Corporate Secretary. This new role created within the Corporation will provide the opportunity to work closely with the Board of Directors, senior management and all departments of the Corporation on governance, compliance and ethics matters.

The responsibilities

Corporate secretariat

  • Manage the annual calendar of meetings of the Board of Directors and its committees and oversee meeting planning.
  • Assist in the preparation of materials for meetings of the Board of Directors and its committees and attend some meetings to draft minutes and resolutions.
  • Update corporate registers and minute books.
  • Coordinate the preparation and filing of several reports that the Corporation is required to produce (including the annual report).
  • Assist in planning the Corporation’s annual public meeting.
  • Oversee the onboarding and continuing education program for members of the Board of Directors.
  • Manage the budget of the Board of Directors and recommend approval of related expenses.
  • Contribute to the development, implementation and updating of policies related to corporate governance reflecting best practices as well as legislative and operational requirements of the Corporation.
  • Ensure close collaboration with the Chair of the Board of Directors, the Chairs of the committees of the Board of Directors, the Chief Executive Officer and the Vice President, Legal Affairs of the Corporation.
  • Contribute to achieving the goals and objectives of the Corporate Secretariat.


Compliance and Ethics

  • Develop a compliance and ethics program and ensure its communication and rollout.
  • Analyze declarations of interest and formulate recommendations to mitigate and manage conflicts of interest.
  • Contribute to the development of training content and other tools intended for employees regarding compliance and ethics, including with respect to privacy, access to information, and the fight against bribery and corruption.

The requirements

  • Law degree.
  • Member in good standing of the Quebec Bar or the bar of another Canadian province.
  • Minimum 7 years of experience in corporate secretariat work within a large company or Crown corporation.
  • General knowledge of the legal framework regarding access to information, privacy, ethics, integrity and the fight against bribery and corruption.
  • Bilingualism (French and English).
  • Great capacity for initiative and taking charge of files, proactive in identifying issues and finding solutions, comfortable working independently and prioritizing files.
  • Analytical and synthesis skills.
  • Excellent ability to adapt to changes.
  • Strong communication skills, both oral and written.
  • Rigor, thoroughness and attention to detail.
  • Strong sense of professionalism and discretion.

Why join our innovative team?

  • Group insurance that is fully paid for you and your family, including medical, dental, life, disability, etc.
  • A pension plan and saving options (RRSP and TFSA)
  • Flexible benefits: access to wellness and health accounts to support your lifestyle
  • Vacation based on experience, available as soon as you're hired
  • Incentive bonus program
  • Work in flexible hybrid mode
  • A work environment that encourages initiative, innovation and forward-thinking solutions
  • A unique opportunity to craft the future of transportation in Canada


We strive to create strong and diverse teams

At VIA HFR, we believe in the strength of diverse teams. We aspire to offer an inclusive and equitable work environment where everyone can develop and flourish. We therefore invite all qualified individuals, regardless of their identity or differences, to apply. You can learn more about the whole project on our VIA HFR webpage.

Please let us know if you require any accommodation during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any accommodation confidential.

Please note that only those candidates selected for an interview will be contacted.

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