Executive assistant - Finance and Administration Department

"Discover the opportunity to showcase your legal expertise and administrative talent at Desgagnés. "

As Executive Assistant - Finance and Administration Department, you will play a crucial role in the preparation, drafting and management of vitally important legal and administrative documents. From creating contracts to coordinating with external lawyers, your professionalism and organizational skills are the cornerstones of our success.

Immerse yourself in an environment where the confidentiality of sensitive information is paramount, while working closely with various stakeholders on simultaneous projects. By joining our team, you will actively contribute to maintaining the legal compliance of Desgagnés and its subsidiaries, by developing and implementing measures to meet ever-changing laws and regulations.

Your involvement is not limited to the legal field; you'll also play an essential role in administrative support and corporate governance. From coordinating meetings and corporate projects to document management and scanning, you'll be at the heart of our operations, ensuring that everything runs smoothly and efficiently.

Take up the challenge of shaping the future of Desgagnés by contributing to our dynamic team. Your passion for law and administration will flourish with us.

If this sounds like you, we've got a job for you!

More specifically, as executive assistant - finance and administration department, your responsibilities are to:

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 (at the foot of the Traverse)

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

In addition to these advantages, come and experience the joys of working in the Quartier Petit Champlain near the water (perfect for a morning-evening jog!), stores and restaurant terraces!

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