Executive Assistant

Canadian National Railway Company•Montreal, QC

6d•Onsite

About The Position

The Executive Assistant provides best-in-class executive support, and acts as a key partner in driving team effectiveness, enabling high-quality decision-making, and supporting the governance and execution of critical business priorities. The incumbent is at the center of the team’s activities—helping prepare for Board and committee meetings, supporting leadership presentations, coordinating key planning cycles, and contributing to the rhythm of the business. The person’s ability to anticipate needs, bring structure to complexity, and ensure execution will directly impact the performance of the Finance function. The incumbent supports the Vice-President (VP) Financial Planning and Chief Internal Audit, as well as their respective teams.

Requirements

Minimum 7 years of administrative or office management experience
College Degree
High level of discretion and judgement around sensitive and confidential information
Proven experience supporting senior executives in a fast-paced, complex environment
Exceptional organizational skills with strong attention to detail
High level of agility and ability to manage competing priorities with composure
Strong judgment, discretion, and professionalism
Collaborates with key stakeholders to enable higher productivity
Inspires others with impactful communications and adapts to the audience
Excellent written and verbal communication skills
Ability to synthesize information and contribute to high-quality presentations
Proactive mindset with a strong sense of ownership and accountability
General Computer skills
Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Outlook, Teams)
Systems, Applications and Products (SAP)
SharePoint

Responsibilities

Provide administrative support to the VP Financial Planning and Chief Internal Audit, as well as their Finance leadership team
Manage complex calendars, ensuring alignment with priorities and optimizing time allocation
Act as a central coordination point across the Finance leadership team to ensure alignment and execution of key priorities
Coordinate internal and external meetings, including logistics, materials, and follow-ups
Manage email correspondence, including prioritization and drafting responses
Arrange domestic and international travel, including itineraries if applicable
Support the preparation of Board and Board Committee materials, ensuring accuracy, quality, and timeliness
Support the issuance of Audit reports
Assist in the development and refinement of executive-level presentations (e.g., strategic reviews, performance updates)
Contribute to governance processes tied to the delivery of the business plan by coordinating activities and deliverables for the Operating Committee
Coordinate Semi – Annual Audit Plan update meetings and document preparation
Help maintain the operating cadence of the Finance function (monthly reviews, quarterly business reviews, planning cycles)
Support the onboarding process of new staff
Prepare organizational charts and map processes within the function
Plan and coordinate townhalls, learning & development days for the Financial Planning and Internal Audit teams
Process invoices and ensure payments are completed within deadlines
Act as general office administrator in purchasing office supplies, maintaining organized stock rooms and acting as a SharePoint Administrator
Maintain and update email distribution lists
Help foster strong engagement within the Finance function through well-executed events and communications
Ensure support for ad-hoc projects in Financial Planning and Internal Audit