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
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• 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
About CN
CN is a premium railroad that sustainably generates value for our customers, shareholders, employees, and stakeholders with an unwavering commitment to safety and service. Essential to the economy, to the customers, and to the communities it serves, CN safely transports more than 300 million tons of natural resources, manufactured products, and finished goods throughout North America every year. CN's network connects Canada's Eastern and Western coasts with the U.S. South through a 20,000-mile rail network. CN and its affiliates have been contributing to community prosperity and sustainable trade since 1919. CN powers the North American economy and is committed to programs supporting social responsibility and environmental stewardship.
At CN, we are dedicated to building North America's safest, most inclusive and sustainable railroad, which includes reflecting the communities in which we operate. Research shows that candidates often don't apply unless they feel they fit the job posting at 100%. To all potential applicants, even if you don't meet every job requirement listed in a posting, we still encourage you to apply. If you require an accommodation for the recruitment process (including alternate formats of materials, accessible meeting rooms or other accommodations), please get in touch with our team at cnrecruitment@cn.ca.
As an equal opportunity employer, qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, and other protected status as required by applicable law.
Please monitor your email on a regular basis as communication to applicants is done via email.
Perks and Benefits
Health and Wellness
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Short-Term Disability
- Long-Term Disability
- Fitness Subsidies
- On-Site Gym
- Mental Health Benefits
Parental Benefits
- Family Support Resources
Work Flexibility
- Flexible Work Hours
- Remote Work Opportunities
- Hybrid Work Opportunities
Office Life and Perks
- On-Site Cafeteria
Vacation and Time Off
- Paid Vacation
- Paid Holidays
- Personal/Sick Days
- Sabbatical
- Leave of Absence
- Volunteer Time Off
Financial and Retirement
- 401(K) With Company Matching
- Pension
- Stock Purchase Program
- Performance Bonus
- Relocation Assistance
- Financial Counseling
Professional Development
- Tuition Reimbursement
- Promote From Within
- Mentor Program
- Access to Online Courses
- Lunch and Learns
- Leadership Training Program
- Associate or Rotational Training Program
Diversity and Inclusion
- Diversity, Equity, and Inclusion Program
- Employee Resource Groups (ERG)
Company Videos
Hear directly from employees about what it is like to work at CN.