Senior Administrative Assistant - Communications

May 31 2019
Categories Administrative, Clerical, Administrative assistant
Montreal, QC


We are a resolutely forward-thinking Crown corporation. We have developed a rebuild plan that extends through 2025 to support us in our mission of transforming Canadians' journeys by creating smarter ways to travel. We want Canadians to rediscover the joy of travelling and, in doing so, help build a better economic, social and environmental future.

What an exciting time to joint VIA Rail with its fleet renewal project, high frequency rail ambitions and increasing ridership. The Communications department deals with all business units as well as several external parties and is the voice of change and transformation for the organization.

As a Senior Administrative Assistant, you will get the chance to apply your skills to a wide range of administrative support activities to the Chief Communications Officer and her team. Your proactivity, prioritization skills and mastery of scheduling will be essential in this exciting and fast paced environment where there is room to contribute.

Your day-to-day will include these responsibilities:

You are responsible for organizing and managing the Chief Communications Officer's calendar and ensuring that key deadlines and the planning cycle are entered, and that meetings and submission deadlines are met. You will coordinate appointments and special engagements; schedules meetings, department activities, itineraries and travel arrangements. You handle information, calls and competing priorities while maintaining your attention for detail without affecting the quality of work. You will also be responsible for taking minutes and ensuring follow-ups on action items.

We're looking for an efficient individual with razor sharp judgement, a sense of initiative and a creative and effective approach to problem-solving in an environment where priorities can shift quickly. You thrive in a fast-paced environment and enjoy the challenge of dealing with tight deadlines, last minute changes without ever compromising the quality of work and escalate events when required. You flexible and adaptable and are open to working variable schedules based on circumstantial needs.

You produce and proofread documents and presentations and maintain archives. You are responsible for the distribution and follow-up of incoming correspondence. You work well independently and within a team on special l projects and events at the request of the Chief Communications Officer, which may include: organizing events, planning, etc. and coordinating multiple presentations and cyclical activities as well as disseminating information.

Your discretion is key in this role where you will handle information of a highly confidential and sensitive nature involving numerous internal and external stakeholders. Your professionalism and finesse ensure an efficient handling of any situation with curtesy and diplomacy.

On a daily basis, you interact with all levels of management as well as external stakeholders on a national level, exercising a high level of professionalism, courtesy and diplomacy. You develop strong and harmonious relationships with ease and produce polished written communications in both official languages using a strong command of business writing preparing roofs replies to general enquiries and drafting replies for more complex items.

  • A minimum of seven years of experience of which at least three in the role of Executive or Senior Administrative Assistant, preferably in a large organization. Experience in the field of Communications is a definite asset.
  • Excellent verbal and written communication skills in both English and French.
  • Proficient in MS Office 2010 (PowerPoint, Excel, Word and Outlook) and within an Apple environment as well (iPad, iPhone and other.) and adapts to new technology

Summary of required competencies:

  • Strong planning, organizational, time-management and administrative skills
  • Demonstrated interpersonal skills and able to interact with all levels of management within and outside the company skillfully and with ease.
  • Being flexible, resourceful, adaptable to change and have the ability to stay calm under pressure.
  • Autonomous and able to work on own initiative with limited need for direction or supervision.
  • Demonstrated ability to exercise sound judgment and handle significant amounts of sensitive and confidential information effectively with discretion and tact.
  • Detail oriented, ability to easily multi-task, prioritize and execute multiple concurrent activities with diligence and attention to detail.
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