Coordinator, Corporate Management Office

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, the execution of special mandates of the corporate project management office, 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).

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.
• Ensures the preparation and coordination of quarterly prioritization sessions for capital investment initiatives. In this role, the coordinator manages requests for initiatives to be prioritized in the corporate project office portal, coordinates alignment sessions with Executives and Portfolio Owners (Director level) and prepares files for presentation to the Executives Chiefs and the President of VIA Rail.
• Analyze files to ensure quality and compliance with current regulations and work with business owners to make necessary corrections. Produce reports to communicate results.
• Works independently and within a team on special and ongoing projects. Acts as a project manager for special projects, which may include: organizing events, planning and coordinating multiple presentations, and disseminating information. Write invitations to tender when required and monitor budget.
• Responsible for elaborating, monitoring and updating the key performance indicators of the function’s balanced scorecard and provides the required updates for the key indicators of the VIAction 2030 strategic plan.
• Prepare applications to promote the Corporate Project Office internally and externally, with a view to submitting applications for the prestigious Project Management Institute (PMI) PMO of the Year competition.
• Monitor the function's roadmap for improving organizational maturity in project management and coordinate activities and working sessions for the project management skills development initiative.
• Assist the Director in the management of the schedule, ensuring that key deadlines are entered into the planning cycle and that meeting and submission deadlines are met.
• Coordinates appointments and special engagements; schedules meetings, department activities, itineraries and travel arrangements. Writes internal communications.
• 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.
  
  

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.
  
  

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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.

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