Legal and HR Assistant

at  Volkswagen Group Canada

DRIVE YOUR CAREER!

We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.
We are currently looking for a Legal and HR Business Assistant (12 month contract) at our Corporate Offices in Ajax, ON
The successful candidate will serve as the legal administrative and financial coordinator for the Legal, Government and Regulatory Affairs (“LGRA”) team. The successful candidate will also serve as the Business Assistant to the Chief Human Resources Officer (CHRO) on a regular basis.

QUALIFICATIONS:

• Legal Assistant Degree/College Diploma and or equivalent work experience
• 5+ years of experience supporting senior leadership, prior experience as a Legal Assistant and supporting a busy department.
• Prior experience managing budgets and understanding management of pending accounts is a must.
• Strong organizational skills and ability to juggle multiple demands
• Strong computer skills - word processing/spreadsheet management/exceptional excel skills
• Strong communication skills - interpersonal and written
• Ability to work independently and as part of team
• Resourceful and comfortable working under minimal supervision

Legal, Government & Regulatory

• Assistance with litigation and corporate files, including preparation of settlement payment requests and coordination of settlement funds, updating files on share drive. Managing status of legal pending account and meeting with finance on a regular basis to report
• Processing invoices and litigation claim backs
• Assisting with year-end activities, including drafting of audit inquiry letters and account accruals
• Administrative filings, including quarterly Stewardship filings
• Preparation of department purchase orders
• Other general administrative tasks for LGRA team, including but not limited to mail collection, meeting scheduling, coordination and tracking of annual trainings, filing of documents on shared drive, maintenance of LGRA team generic email addresses and intranet

Human Resources

• Prepare and coordinate key internal and external meetings on behalf of the CHRO, manages schedules, agenda topics, communication, and action plans, all follow ups as required
• Effectively manage on a timely basis: expenses, calendar & travel management, correspondence, company car/IT concerns, teleconference set-up, appointment booking, translation ad hoc requests, etc.
• Research and respond to external vendors and inquiries on behalf of CHRO as directed
• HR team tracking of vacation, absences, requests, and act as delegate for CHRO in approvals for same (currently Dayforce and Concur)
• Serves as point of contact for the CHRO in her absence
• Manages purchasing process for HR (POs, KSRM, Shopping carts, payment of invoices, etc.)
• Manage HR vendor contracts to monitor expiry dates and/or renewal needs
• Monitor and manage the tracking of departmental budget, accruals, and respective expenses in collaboration with Controlling.
• Monitor HR Inbox at minimum 2x/daily and respond to, or redirect inquiries, as needed.