Coordinator, Administrative Management and Projects

 Reference Number : 558 

Status : Permanent - Full-time  

Annual Salary / Hourly Rate : $53 464 - $66 044

Number of positions to be filled : 1 

Application Deadline : 12/08/2024

Did you know that VIA Rail is carrying out ambitious projects to modernize its services and infrastructure? From our new ultramodern train fleet to ongoing improvement of our infrastructure, we’re building the future of transportation in Canada. Working for VIA Rail is being a part of a collective effort in sustainable mobility. 

Reporting to the Senior Director, Corporate Management Office, the Coordinator’s primary responsibility will be to support the coordination of activities for the corporation’s major investment programs, in addition to being a resource person for the project execution team. He or she will also provide administrative support to the management of the Corporate Project Management Office (PMO) as well as to the Vice President, Fleet Renewal Programs.

The ideal candidate will have a strong foundation in management support, a proactive attitude and the ability to manage changing priorities in a fast-paced and dynamic environment. In addition to having developed problem solving and judgment skills, the incumbent must demonstrate creativity, initiative and a high level of tact and discretion when handling details of a highly confidential and critical nature. The individual must be able to manage time, prioritize assignments and interact comfortably and skillfully with all levels of management within and outside the company. The incumbent must have excellent verbal and written communication skills, as well as excellent organizational skills.

Responsibilities :

• Ensures coordination for the preparation and holding of Executive Steering Committees for all major investment programs as well as the consolidation of documents and the sharing of documents for the Corporation’s Boards of Directors; 
• Performs the review of presentations and meeting minutes in order to maintain a high level of quality; 
• Handles sensitive and confidential communications and data with tact and discretion; 
• Communicates with all levels of management within and outside of the organization, exercising a high level of professionalism, courtesy and diplomacy;
• Organizes team meetings, prepares agenda, attends meetings, takes minutes and ensures follow-up on action items; 
• Manages documents effectively, demonstrating a comfort level with various technologies; 
• Maintain archives;
• Works independently and within a team on special and ongoing projects; 
• At the request of the Director and Vice-President of the function, support in organizing events, planning and coordinating multiple presentations, and disseminating information;
• Assist the Director and the Vice-President in the management of their schedule, ensuring that key deadlines are entered into the planning cycle and that meeting and submission deadlines are met;
• Responsible for the prioritization, distribution and follow-up of incoming correspondence;
• Coordinates appointments and special engagements; schedules meetings, department activities, itineraries and travel arrangements;
•  Provides technological and administrative support for project managment tools such as ‘’Enterprise Project Management’’ (EPM) and project information sharing platforms (TEAMS, Sharepoint); 
•  Writes processes and procedures as needed to improve efficiency of project execution.

Requirements:

• A minimum of five (5) years of experience as a Coordinator/Administrative Assistant in a major project for an executive; 
• Experience with an Executive Committee and Board of Directors an asset;
• Proficient in MS Office (Powerpoint, Excel, Word, Outlook) and knowledge of SharePoint. Ability to seek and learn technologies as necessary;
• Superior verbal and written communication skills in both official languages;
• Exceptional planning, organizational, time-management and administrative skills in a fast-paced environment and ensure deadlines are met. Autonomous and able to work on own initiative with limited need for direction or supervision;
• Must demonstrate flexibility, adaptability to change and shifting priorities and have the ability to stay calm under pressure. Can draw from a range of practices to implement innovative solutions to a variety of problems. Has ability to contribute to the successful implementation of change;
• Can work collaboratively with members of various teams;
• Detail oriented, ability to easily multi-task, prioritize and executive multiple concurrent activities with diligence and attention to detail.

At VIA Rail, we are proud to be an employment-equity employer and we strive to form teams that reflect the diversity of Canadian society. We aim to remove barriers to employment accessibility and aspire to provide an inclusive and equitable work environment where everyone is valued, regardless of their identity or differences, to enable them to reach their full potential.

If you need assistance in making the recruitment process or the position you are applying for more accessible, please let us know. Alternate arrangements may be offered to individuals who request them at any stage of the recruitment process. All information received in relation to arrangements will be kept confidential.

Note that we will only contact those who are selected for an interview.

Join our 3,000 other employees in helping provide Canadians with a safe, accessible, environmentally sustainable way to travel!