Executive Assistant

At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you’re part of making sure our business is running optimally and safely―helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters. Join us! Job Summary The Executive Assistant is responsible for coordinating the general office operations, scheduling appointments and meetings as well as supporting the onboarding process of new staff. Additional tasks include updating organizational charts, purchasing office supplies, maintaining organized stock rooms and acting as a SharePoint Administrator. The incumbent supports the Vice-President (VP) Controller and Treasurer and VP Procurement and Supply as well as their respective teams. The role coordinates special events such as townhalls and training seminars. Main Responsibilities Executive Assistant Tasks Calendar and Email Administration · Manage complex and dynamic calendars for both VPs, including scheduling meetings, appointments, travel, and internal/external engagements · Serve as a primary point of contact for internal and external stakeholders. · Maintain head count report · Conduct research to prepare and gather briefing materials, agendas and decks for all executive level meetings · Prioritize and coordinate requests based on urgency, strategic importance, and availability. · Ensure that quarterly and monthly meetings are scheduled at least one year in advance · Organize meetings with full end to end logistics (rooms, technology, catering, documentation) · Develop and maintain alert systems for upcoming deadlines on incoming requests, projects and events · Prepare and process expense reports in accordance with corporate policies · Maintain an organized filing system for various documents Office Coordination · Prepare organizational charts and analysis for each function within departments on a quarterly basis · Update content on several SharePoint websites including editing text, changing contacts, adding documents and modifying links · Plan and coordinate training seminars, town halls, holiday and summer events for the teams · Arrange business travel, including transportation, accommodations, and itineraries · Process invoices and ensure payments are completed within deadlines · Maintain and update email distribution and permission lists for booking conference rooms · Update and coordinate seating plans and move requests with Facilities Coordinator · Manage office resources including copiers, IT equipment and stationary supplies · Produce communications to inform employees on important items, such as job openings and events · Draft, edit, proofread, and format correspondence, presentations, and confidential documents · Translate documents from English to French · Facilitate clear communication across Finance, Treasury, Procurement, and other corporate functions · Ensure support for ad-hoc projects Working Conditions The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. The incumbent is required to move and organize office supplies approximately 10% of the time. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure and manage stress. Occasional evening and weekend work may be required to meet organizational needs. Requirements Experience Office Management · Minimum 7 years of administrative or office management experience Education/Certification/Designation · College Degree Competencies · Exercises high level of discretion and sound judgment with sensitive and confidential information. · Inspires others with impactful communications and adapts to the audience · Shares information · Makes informed and timely decisions to get things done · Collaborates with key stakeholders to enable higher productivity · Cultivates relationships · Solves problems using analytical thinking · Responds with agility · Displays a customer centric attitude · Time Management · Demonstrates organizational abilities and attention to details Technical Skills/Knowledge · Advanced skills in Microsoft Word, Excel, and PowerPoint. · Systems, Applications and Products (SAP) · Org Chart Plus, Visio · SharePoint · Power PDF Advanced