Senior Executive Assistant

Job Description As a Senior Executive Assistant plays a key role in supporting the General Counsel and legal team, ensuring smooth management of both administrative and operational tasks, while contributing to the efficient functioning of the Legal Department. More Specifically, You Will

• Manage the General Counsel’s agenda, appointments, and calls.
• Assist in the organization and tracking of legal files.
• Coordinate internal approvals and signatures for legal documents and agreements.
• Support the preparation and formatting of legal correspondence, memos, and summaries.
• Liaise with internal departments and external counsel to facilitate legal workflows and deadlines.
• Arrange travel and accommodations for the General Counsel and legal team members, as needed.
• Take charge of meeting logistics, room reservations, minutes, and schedule monitoring.
• Assist in the preparation of PowerPoint presentations, Excel tables, etc.
• Compile various statistics, draft reports, and maintain service data.
• Collect ideas and concepts from conversations and/or brainstorming sessions, and create related documents, reports, proposals, and presentations.
• Coordinate internal and external meetings for the General Counsel and legal team.
• Maintain records and filing up to date.
• Process expense reports.
• Respond to information requests, prepare the necessary documentation, and ensure follow-up actions.
• Provide administrative support for the layout, grammatical revision, translation follow-up, and adaptation of various documents to Davie standards.
• Coordinate special projects within the office.
• Provide support for certain personal life logistics.
• Perform any other related tasks at the request of the General Counsel or legal team members.

Qualifications

• Diploma of Vocational Studies (DVS) in Secretarial or Business Administration.
• Minimum of five (5) years of relevant experience in a similar or other relevant position.
• Prior experience supporting a legal team, whether in a law firm or corporate legal department, a strong asset.
• Excellent French, both oral and written.
• Excellent English, both oral and written, required for interactions with anglophone colleagues, partners, and clients.
• Sound judgment and superior ability to work effectively from minimum guidance and instruction.
• Capability to take initiatives to anticipate needs and changes.
• Professional demeanour.
• Proficiency in the MS Office suite (Word, Excel, PowerPoint, Outlook).
• Sense of priorities and ability to work on several projects simultaneously.
• Ability to communicate, to popularize, and to synthesize information.
• Autonomy.
• High level of discretion.
• Availability to respond to occasional priorities and urgent matters outside of normal business hours.
• Successful completion of the investigation and security clearance process required by the federal government’s Contract Security Program.