Administrative Assistant – Sales And Marketing & Strategy Departement

Administrative assistant Sales and Marketing & Strategy Department

Permanent, Downtown Montreal

Competitive salary + Great benefits

Hybrid

The administrative assistant in the sales, marketing, and strategy department supports the Chief Marketing Officer and Chief Strategy Officer by providing project management, financial oversight, auditing, and administrative assistance.

This role involves collaborating closely with senior leadership teams within each executive’s domain and coordinating with internal partners such as Finance and HR.

Main responsibilities :

Support and Administrative Management :

• Coordinate executive business travel arrangements, both domestic and international, including flights, accommodations, ground transportation, business meetings, dining reservations, and special events.
• Proactively anticipate changes and individual needs related to upcoming meetings and travel requirements, ensuring that necessary arrangements are prepared in advance for the executive’s review.
• Manage a dynamic daily schedule, coordinating agendas and making arrangements for meetings. This includes organizing driving directions, preparing presentation materials, arranging catering, and ensuring everything is ready ahead of each event for the executive’s review.
• Oversee mandatory training initiatives, from rollout to completion across various functions and subgroups.
• Provide weekly updates to Functional Leaders, collaborating closely with the training group to identify and rectify any inaccuracies in the data provided.

Business Management :

• Oversee critical corporate initiatives to ensure they have allocated resources in line with plans and objectives.
• Support and manage designated projects, ensuring they are completed within established timelines under the supervision of the Functional leader.

Communication and events :

• Coordinate all logistical arrangements and catering for events, including participant travel and other requirements, ensuring the event plan is executed smoothly.
• Take the lead in organizing Recognition and Engagement initiatives, with guidance from Functional Leaders.
• Handle office supply management, including proactive replenishment of resources for executive suites such as kitchen supplies, office materials, and other necessities on a bi-weekly basis or as directed by the Manager.

Qualifications :

• Bachelor’s degree in business management or equivalent (an Asset).
• Knowledge of Microsoft Office, including Outlook, Excel, Word, Tableau and PowerPoint.
• Knowledge of CN’s internal systems, including SAP, PAP, Dashboard, SRM.
• Superior planning, analytical and problem-solving skills.
• Superior organization skills and ability to multi-task.
• Superior interpersonal skills for interacting with all employees (unionized to executive), with customers and the public.
• Ability to meet critical deadlines, adjust priorities.
• Ability to make decisions.
• Collaborates with others and shares information
• Leads by example for the safety and security of all
• Demonstrates active listening
• Identifies needs and finds solutions to create value for all stakeholders
• Communicates with impact
• Collaborates with others and shares information
• Demonstrates agility and drives change
• Innovates
• Applies critical thinking
• Knows the business and stays current on Industry needs

ONDT