Senior Administrative Assistant

 Reference Number : 865 

Status : Permanent - Full-time  

Annual Salary / Hourly Rate : $62,717 - $77,474

Number of positions to be filled : 1 

Application Deadline : 06/20/2025

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. 

The Senior Administrative Assistant provides administrative support to two Chefs—the Chief Strategy Officer and the General Counsel—as well as their respective teams. By working closely with both leaders and their teams, the assistant plays a key role in streamlining operations and fostering collaboration across departments.

Responsibilities:

• Efficiently plan, coordinate, and oversee appointments, meetings, and business travel to optimize scheduling and ensure seamless logistical arrangements. Proactively anticipate scheduling conflicts and travel needs to enhance productivity and support smooth operations.
• Serve as the primary point of contact between the Chiefs and various departments, external partners, and stakeholders. Facilitate seamless information flow, ensure alignment on objectives, and foster strong professional relationships to enhance collaboration and efficiency across all levels of the organization.
• Prepare high-quality minutes, reports, presentations, and letters with precision and clarity. Ensure documents are well-structured, professionally formatted, and aligned with organizational standards. Conduct thorough revisions to enhance readability and effectiveness while maintaining accuracy in content and messaging.
• Actively contribute to the planning, coordination, and execution of projects and team events. Ensure seamless logistics, promote engagement, and support the successful delivery of initiatives by collaborating with stakeholders and anticipating organizational needs.

Requirements:

• College diploma in administration and a minimum of eight (8) years of experience as an Administrative Assistant to an executive, preferably in a large organization.
• Proficient in MS Office (TEAMS, Powerpoint, Excel, Word, Outlook) and knowledge of SharePoint and Oracle an asset.
• Ability to seek and learn technologies as necessary.
• Superior verbal and written communication skills in both official languages.

Competencies:

• Attention to detail.
• Able to work on multiple priorities simultaneously and being agile.
• Compliance to defined timelines.
• strong organizational, written and verbal communication skills.
• High level of tact and discretion when handling details of a highly confidential and critical nature.
• Problem-solving abilities: You can solve them by applying methods that were used in identical situations. You may sometimes have to gather information to understand available solutions or the best approach to take.
  
  
  
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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!