Executive Assistant

4 weeks ago


Quebec City, Canada Groupe Desgagnés Full time

Job Summary

We are seeking an experienced Executive Assistant to join our Finance and Administration Department at Groupe Desgagnés. As an Executive Assistant, you will play a crucial role in the preparation, drafting, and management of legal and administrative documents.

Key Responsibilities

  • Drafting, editing, and layout of legal documents such as contracts, party charters, and confidentiality agreements
  • Management of corporate documents, including drafting of minutes and updating of company registers
  • Legal research and regulatory watch to ensure compliance with laws and regulations
  • Coordination with external lawyers and other representatives for certain legal work
  • Monitoring of corporate calendar and coordination of meetings and management committees
  • Maintenance of documentation on the company intranet and drafting of meeting minutes
  • Logistical and administrative support for events and travel by members of the finance department
  • Contribution to the development and implementation of an electronic document management (EDM) program
  • Coordination of digitization projects and application of document management policies
  • Classification and archiving of documents in accordance with established procedures
  • Management of related administrative tasks as required by the team

Working Conditions

  • Permanent, day shift
  • Hybrid work
  • Location: Quebec City-Quartier Petit Champlain
  • Comprehensive group insurance program (including dental insurance)
  • Registered Retirement Savings Plan (with employer contribution)
  • Employee assistance program and telemedicine
  • Ongoing employee training program
  • Annual vacation
  • Floating vacations, sick days, and federal holidays
  • Social club
  • Parking available and accessible via the Québec-Lévis ferry;
  • Free coffee

Requirements

  • College training in legal techniques, document management, secretarial work, office automation, or equivalent
  • At least 5 years' relevant experience as an executive assistant in an environment requiring you to work with several people and on several projects simultaneously, preferably in the legal department of a large company
  • Knowledge of legal documentation terminology
  • Excellent command of Word, Excel, PowerPoint, and Outlook, plus the ability to learn to use other IT tools
  • Knowledge of SharePoint software an asset
  • Excellent writing skills and a very high level of oral and written fluency in French, as well as in English
  • High concentration and attention to detail
  • Demonstrate tact, diplomacy, judgment, and discretion in handling and maintaining the confidentiality of sensitive information
  • Ability to quickly understand the nature of business and assist the various parties involved in legal and administrative matters
  • Good ability to adapt to change and the flexibility to adapt to changing priorities
  • Excellent organizational skills, ability to prioritize, and meet deadlines
  • Strong research and problem-solving skills
  • High level of integrity, honesty, and commitment
  • Excellent interpersonal and communication skills

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