Assistant Corporate Secretary

Description

Reporting to the Assistant General Counsel, the Assistant Corporate Secretary will serve as a member of the Legal team. The successful candidate will be responsible for management of the Corporate Secretariat function and overseeing all corporate governance and board administration processes, including all regular and special Board, Committee, Shareholder and Pension Committee meetings and board orientation, education and continuous improvement. They will provide support and assistance to the Corporate Secretary, including project support as the need arises. They will keep abreast of governance trends and best practices and provide advice on corporate governance matters and related issues.

As the ideal candidate, you will have a minimum of five years of relevant in-house legal department experience as well as previous experience supporting senior executives and Board members. You must be able to work independently as well as collaboratively with legal staff, Board members, senior executives and with external counsel. The ability to exercise good judgment, be flexible and execute under pressure with careful attention to detail are essential.

You must have strong written and verbal communication skills as well as a positive attitude and poise. Administrative and organizational skills to effectively manage multiple priorities and to handle a wide variety of activities and confidential matters with discretion is required. The successful candidate will be a take charge individual with a confident can-do attitude to drive continuous improvement and efficiencies. Proficiency with Microsoft Office and familiarity with Diligent BoardBooks are a must.

Responsibilities

• Oversee, manage and organize the Board, Committee, Shareholder and Pension Committee meetings and processes, and manage the preparation and distribution of appropriate notices, agendas and supporting documentation and resolutions.
• Act as Secretary at all Board, Committee, Shareholder and Pension Committee meetings.
• Prepare and circulate minutes of meetings and ensure that the details of the resolutions and decisions are in order so that proper account of them is taken.
• Develop effective Board and Committee workplans.
• Work with leadership in the preparation of effective meeting materials and resolutions.

Additional Resposibilities

• Manage Board budget and arrange for payment of remuneration and reimbursement of expenses of Directors.
• Manage Director orientation, onboarding, offboarding and education.
• Provide support and advice to the Board in relation to corporate governance issues.
• Provide support and advice to the Corporate Secretary relating to the effective governance and performance of the Board, as well as information on governance best practices.
• Lead Board continuous improvement and contribute to the development and revision of governance guiding documents, and corporate policies, to reflect evolving governance best practices, legislative requirements and operational requirements.

Education

• LL.B. or J.D. degree or Chartered Governance Professional (or equivalent).
• Good standing with a Canadian Law Society.
• 5+ years of post-call relevant in-house legal department experience.
• Detailed knowledge of Board processes and practices.
• Demonstrated understanding of the role and responsibilities of the Board, Committees and Shareholders.
• High degree of self-motivation and professionalism.
• Ability to prioritize and manage multiple priorities in a time sensitive manner.
• Strong organizational skills and careful attention to detail.
• Excellent interpersonal and verbal communication skills.
• A collaborative approach to understand and respond to organizational needs and partner with various organizational functions.
• High degree of professional ethics and integrity.
• Proficiency with Microsoft Office.
• Familiarity with Diligent BoardBooks.