Executive Assistant – Legal Affairs and Governance

Your professional transformation starts here

Are you full of great ideas? Do you dream of building a greener future as part of a company that values your skills and opinions? Are you looking for a flexible employer that will give you the opportunity to grow within the company?

This job is for you!

Sanimax is seeking an Executive Assistant in Legal Affairs & Governance to support senior leadership and the Board of Directors, ensure the management of legal and corporate documentation, coordinate the logistics of governance bodies, and support compliance and governance requirements in a bilingual environment.

Legal and Paralegal Responsibilities

• Preparation, review, and management of policies, resolutions, corporate documents, and legal reports.

• Assistance in the management of litigation files, legal opinions, confidentiality agreements, and other sensitive documents.

• Monitoring of legal and regulatory obligations and preparation of compliance documentation (e.g., Charter of the French Language, Anti‑Slavery legislation).

• Ensuring the integrity, confidentiality, and security of all legal documentation.

Board of Directors Documentation and Logistics Management

• Full organization of Board of Directors and committee meetings (notices of meeting, agendas, minutes, and supporting documentation).

• Centralized management of Board archives, resolutions, and statutory documents.

• Coordination of meeting logistics (room reservations, equipment, technological requirements, simultaneous interpretation).

• Ensuring compliance with governance processes and regulatory record‑keeping requirements.

Key Responsibilities – Support to Vice Presidents

• Support to the Canadian Operations leadership, the Information Technology leadership, and the Vice President of Legal Affairs.

• Planning and management of executive calendars.

• Organization of strategic meetings, including preparation of agendas and meeting summaries.

• Follow‑up on priority files and coordination of cross‑functional initiatives.

• Specialized administrative support related to projects.

• Management of business travel itineraries and preparation of expense reports.

• Logistical organization of meetings and committees.

Language Requirements

• Mandatory bilingualism (French and English), both spoken and written.

• Excellent command of drafting, editing, and translating documents in both official languages.

• Ability to interact with internal and external stakeholders in a bilingual environment.

Required Skills and Competencies

• Exceptional rigor, attention to detail, and commitment to error elimination.

• Strong organizational skills and ability to manage multiple priorities simultaneously.

• Absolute discretion and effective handling of confidential and sensitive information.

• Autonomy, proactivity, sound judgment, and initiative.

• Demonstrated interest in supporting multiple executives, including beyond strictly legal matters.

• Strong interpersonal and communication skills.

• Ability to work collaboratively with another Executive Assistant.

• Advanced proficiency with office tools (MS Office Suite, document management systems, collaboration platforms).

Required Qualifications and Experience

• College or university degree in administration, legal secretarial studies, legal techniques, or equivalent training.

• Paralegal training or certification is a strong asset.

• Minimum of five (5) years of relevant experience supporting senior leadership, including at least two (2) years in a legal or corporate environment.

• Demonstrated experience managing Board of Directors documentation.

• Experience working in a bilingual (French–English) environment required.

Special Working Conditions

• Availability to work flexible hours, including outside normal business hours during Board meeting preparation.

• Ability to respond quickly to urgent requests and manage stress associated with critical matters.

• Absolute respect for confidentiality and the highest ethical standards.

• Occasional travel between different offices or organizational sites may be required.

Give meaning to your career and help us make a difference: become a transformation champion!

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Thank you for your interest in joining our team. Please note that we will only contact those whose applications are being considered.

At Sanimax, we see strength in diversity, and we are proud to be an equal opportunity employer