Technician, support to legal affairs and secretariat of the Company

December 3 2019
Industries Bank, Insurance, Financial services
Categories Legal, Paralegal, Administrative, Clerical, Management, Administration, Professionals, Support staff, Executive Assistant
Montreal, QC

Description
The incumbent of this position supports the Vice Presidency by taking charge of the communications and logistics activities for the Company's Board of Directors. It monitors action plans, produces performance monitoring tables and prepares legal documents or other corporate documents. The incumbent is also responsible for following the compliance plan and forwarding the Vice President's direction to the Corporation's management. He will also be required to perform administrative tasks in support of the Vice Presidency.

Main responsibilities:

  • Provide communication and administrative and logistical support for board members.
  • Manage the organization and logistics of meetings of the Board of Directors and Committees of the Corporation.
  • To provide the link between the Vice-President and the other vice-presidencies and branches of the Society in order to obtain within the required time, the agenda and the files to present to the board of directors and its committees and to follow up decisions of the different committees under the Vice Presidency.
  • Participate in the preparation of the documents of the meetings of the Board of Directors and the committees of the Company, including the agendas, the attendance cards, the minutes and the secretary's notebook, distribute these documents on the communication platform with administrators.
  • Under the supervision of the Vice-President, write and submit written communications to board members and other internal and external stakeholders such as external firms.
  • Under the supervision of the Vice President, prepare various legal acts and corporate, administrative and legal documents, validate and review the various documents produced.
  • Prepare ongoing disclosure reports and documents under securities legislation and proceed with filing.
  • Ensure the development and implementation of tools to manage and measure the performance of all activities under the responsibility of the Vice Presidency.
  • Produce the performance monitoring tables developed and ensure the quality of information produced according to the highest quality standards.
  • Work closely and proactively with each management by providing them with their performance monitoring charts.
  • Update the budget of the Vice Presidency and prepare requests for administrative acts and expense accounts for the Vice Presidency.
  • Participate in the planning and management of the agenda of the Vice-President, Legal Affairs and Secretariat and, when required, establish travel itineraries and ensure the organization and logistics.
  • Organize and monitor the meetings of the Vice Presidency (general meetings, management committees, ad hoc meetings, recognition activities, etc.) and training sessions organized in connection with the Vice President's continuing education plan .
  • Process the mail by attaching the relevant files if necessary while respecting the due dates; perform a pre-audit of the files submitted to the Vice-Presidency and ensure that they comply with the requirements, directives or standards, obtaining, in certain cases, the approval of the responsible authorities or professionals.
  • Design and write memoranda, acknowledgments, notices or current correspondence, in both French and English; for documents or specific correspondence, transcribe these documents using office automation equipment while paying particular attention to the grammar, spelling and presentation of this work. Perform the layout of the documents.
  • Transmit the directives of the Vice-Presidency to the Company's management and update various communications in order to ensure coherence between the messages transmitted.
  • In support of the Vice-President, monitor the Vice-Presidency's various action plans (engagement survey and client experience) by collecting information from the directorates and collecting important information from the plans. action.
  • Keep records, filing and archiving.
  • Perform any other related duties assigned by the Vice President.

Specific qualifications required:

  • College diploma in legal technique or administrative technique
  • Have a minimum of seven (7) years of relevant experience in the legal field
  • Excellent command of the Office Suite (Word, Excel, Outlook, PowerPoint)
  • Excellent command of spoken and written French
  • Functional knowledge of spoken and written English.

General profile sought:

  • Respect the ethics and values ​​of the Society
  • Customer-oriented
  • Being recognized for his sense of diplomacy
  • Maintain good relations with colleagues
  • Sense of autonomy
  • Ability to manage time and priorities
  • Act responsibly
  • Ability to influence others
  • Demonstrate discretion and confidentiality
  • Ability to work under pressure
  • Ability to search for information and identify important elements to explore
  • Have a critical mind when it comes to data analysis.

Special working conditions:

Availability to work outside normal working hours.

Working conditions :

Comprehensive range of benefits including a defined benefit pension plan.

Particularities:

External candidates must submit their resumes on our careers website: www.investquebec.com.

Investissement Québec subscribes to the principles of equal access to employment and invites women, members of visible minorities and ethnic minorities, people with disabilities and Aboriginals to apply.

The masculine is used for the purpose of lightening the text only.

NB This item is displayed internally-externally simultaneously.

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