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General Secretariat Coordinator

January 31 2020
Industries Pharmaceutical, Biotechnology
Categories Legal, Paralegal, Corporate Secretary, Governance, Professionals, Support staff, Administrative assistant, Executive Assistant, Legal, Paralegal
Saint-Laurent, QC

Reporting to the Vice-President, General Secretariat and Auditing, the incumbent assumes all administrative duties assigned to him/her in order to ensure the smooth functioning of the Vice-Presidency. He/she also performs certain duties for the proper conducting of meetings for the Executive Committee and, as required, the Board of Directors and its committees, including taking notes and preparing the minutes of meetings.

Specifically, you:

  • Prepare the minutes of Executive Committee meetings and, as required, the agendas and ensure that all supporting documents for Executive Committee meetings are made available to the members;
  • Keep the day planners of the Vice-President and Vice-Presidency's managers up to date and ensure that meetings are planned, organized and convened;
  • Receive and manage the correspondence of the Vice-President and the Vice-Presidency's managers and conduct the initial processing (familiarization);
  • Follow up on assigned files and ensure that documents are produced on time;
  • Organize and keep the filing up to date and ensure office supply orders are processed;
  • Coordinate the technical and logistical support for the Vice-President's travel and, as required, for team members in the performance of their duties;
  • Participate in the annual budget preparation and monthly monitoring of operating budgets in collaboration with the Vice-President;
  • Perform various administrative duties required for the Vice-President and the Vice-Presidency's various managers and manage the organization's administrative procedures and directives;
  • Renew the membership of the Vice-President and other managers in certain associations and organizations;
  • Support the paralegal in various tasks as required;
  • Ensure the continuity of services provided by the paralegal and the assistant to the President and CEO in their absence, in accordance with stated expectations;
  • Perform any other related duties necessary for the proper functioning of the Vice-Presidency.


  • College diploma in administrative techniques or college certificate in legal secretarial work;
  • At least five (5) years of experience in a similar position;
  • Training in library science or records management considered an important asset;
  • Fluent in both oral and written French;
  • Good knowledge of English, both oral and written;
  • Proficient with Microsoft Office.


  • Have a concern for confidentiality and demonstrate a great sense of discretion;
  • Show initiative judgment and thoroughness;
  • Be detail-oriented, independent and versatile;
  • Excel in priority management and able to multi-task;
  • Good organizational and planning skills;
  • Excellent skills in cooperation, communication and team work;
  • Strong writing, editing and formatting skills;
  • Demonstrate excellent document management skills.

Additional information

The position offered is a replacement lasting approximately 18 months.

In addition to the competitive working conditions offered by Héma-Québec, this position includes the following benefits:

• Four (4) weeks of vacation per year;
• Variable and flexible schedule;
• Group insurance;
• Defined benefit pension plan. network