Executive Assistant, Corporate Services

2 weeks ago

Québec, Canada Canadian National Railway Full time

At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you are part of making sure our business is running optimally and safely―helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters.

Join us

**Job Summary**

The Coordinator Corporate Secretary is responsible for providing administrative and technical support to the Vice-President (VP) Corporate Secretary Deputy and General Counsel Securities and Governance. The role collaborates with the Corporate Services team and interacts across functions at CN, including Public Affairs, Legal, Operations, Finance and Accounting, Human Resources, Strategy, Sustainability, Investor Relations and Security**.**

**Main Responsibilities**
- Prepare in-person and virtual regular, special board, and committees’ meetings as well as execute and coordinate with various stakeholders to ensure meetings are successful and concise
- Coordinate and plan various board meetings, related events, and field trips including hotel arrangements, transportation, catering, and security
- Responsible for the end-to-end admin user of Diligent for the CN board
- Providing training for new users
- Handle complex access to various folders and users
- Upload required board and committee books for the executive weekend review and upload the final product for the CN Board of Directors review
- Work across function to follow up on various documentationreview and editing
- Provide the VP Corporate Secretary Deputy and General Counsel Securities and Governance with the final books for revision
- Provide the Chief Executive Officer (CEO), Executive Vice-President (EVP), Chief Financial Officer (CFO) and Chief Operating Officer (COO) with their respective books for the weekend review
- Prepare all documentation related to the Board meetings such as the attendance log, meeting timetable and agendas for CEO approval
- Collaborate with the President and CEO Investment Division, Senior VP Human Resources (HR), CFO, Corporate Controller’s and the EVP Operations offices on documentation required for each of the committees: Governance, Sustainability, Safety, Pension, Investment, Audit, Finance, Risk, HR, and Compensation
- Ensure high-quality and timely distribution of information and documentation
- Prepare the internal information binder for the EVP Corporate Services and Chief Learning Officer (CLO) by consolidating specialised and specific documents required for Committees’ and Board meetings
- Collaborate with the Senior Counsel on legal documents for companies and entities that require filings
- Collaborate with the Senior Counsel on any review, including CN’s website content
- Collaborate with the Senior Counsel on preparing and coordinating New CN Directors with the documents required for their onboarding, orientation planning and off boarding
- Process all the Board meeting invoices and Board members’ expenses
- Maintain key tracking information for projects
- Carry out various administrative duties in support of the VP and the department (e.g. printing, mailing, organizing documents, ordering gifts, renewing subscriptions, etc.)
- Prepare cards and compliments
- Scan clipping and delegate action items required
- Prepare and review drafts of letters
- Handle expense reports for the VP
- Handle incoming and outgoing mailings for the VP as well as the Corporate Services department

Working Conditions

The role has standard working conditions in an office environment with a regular workweek from Monday to Friday and is eligible for hybrid work. Due to the nature of the role, the incumbent must be available to attend Board meetings on weekends when necessary and to travel for field trips. Work outside of normal hours should be expected. The incumbent must be able to meet tight deadlines, handle pressure and stress.

**Requirements**:
Experience

**Legal and Corporate Environments**
- Minimum 5 years of experience in a legal environment in a large corporate setting
- Experience working in a complex and fast-paced environment
- Experience in project management, coordination, and communication
- Any experience for these above would be considered as an asset

Education/Certification/Designation
- College Diploma
- Bachelor’s Degree in law or a related field*
- Any designation for these above would be considered as an asset

Competencies
- Collaborates with others and shares information
- Demonstrates active listening
- Solves problems to create value
- Demonstrates agility and drives change
- Innovates
- Applies critical thinking
- Communicates with impact

Technical Skills/Knowledge
- Excellent knowledge of Microsoft Office (Word, Excel, Teams, PowerPoint

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