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Corporate Secretary/Executive Assistant
3 months ago
Location: Abbotsford, BC
Work Arrangement: Remote (with ability to meet in-person for meetings and attend events as needed)
Expected Salary Range: Up to $90,000 per year
Corporate Secretary Responsibilities:
- Draft all Committee and Board resolutions.
- Develop, coordinate, and distribute all communications and reports to, and as requested by, the Board and Board Committees, or their respective Chairs.
- Develop Committee and Board calendars and workplans.
- Develop and maintain Board and Committee related databases, procedural guides, and document templates.
- Ensure Board and Committee Action Items are tracked, monitored, brought forward, and executed on a timely basis.
- Ensure accuracy and quality assurance of all materials prior to distribution to Board members.
- Support the technology used to prepare and distribute materials, conduct meetings, and facilitate other board and committee activities while being mindful of privacy and confidentiality concerns.
- Take all reasonable steps to ensure that an appropriate governance program is developed, implemented, and administered with the CEO, Board Chair and Board Committee Chairs.
- Administer the annual review of all corporate governance documentation, including but not limited to the Board and Committee Guidelines, Terms of Reference, and Director Code of Conduct and Conflict of Interest Policy with the Board Chair and the Board Committee Chairs.
- Facilitate the orientation and onboarding of new Board members.
- Draft new Board and Committee policies as necessary.
- With the Board Chair and the Board Committee Chairs, develop, coordinate, and conduct periodic Board effectiveness workshops.
- Maintain best corporate governance practices and actively monitor the market for developments to prepare recommendations for presentation to the Board and Board Committees.
- Carry out any other appropriate duties and responsibilities assigned by the Board, Board Chair, Committee Chairs, or the Chief Executive Officer.
- Maintain records of the Committee composition and skill requirements, ensuring the monitoring of vacancies/term expiration and planning for the appointment processes in compliance with established processes and standards.
- Track Board operating plan expenses and participate in the development of the annual Board budget.
- Monitor, track, and work with payroll in ensuring payment of board per diems.
- Analyze incoming and outgoing correspondence, memoranda, briefing notes, submissions and reports and prepare and co-ordinate the preparation and submission of summary briefs and reports to executives, committees and boards of directors.
- Provide traditional Executive Assistant support to the CEO and Manager of Finance & Operations.
- Meeting support including booking rooms and catering.
- Creating agendas, board meeting packages, taking and distributing meeting minutes.
- Maintain a high level of confidentially and discretion in all communications and interactions with stakeholders.
- Manage virtual filing systems for organization documents.
- Presentation preparation including proofreading and editing.
- Demonstrated experience supporting a complex board of directors.
- Demonstrated experience with planning and coordinating meetings, events in an institutional or corporate environment.
- Demonstrated experience preparing meeting minutes, agenda and Word documents for CEO.
- Comfortable in an entrepreneurial company still in start-up mode.
- Judgment, discretion and the ability to maintain a high degree of confidentiality.
- Possess a strong capacity for attention to detail.
- Excellent oral and written communication skills.
- Excellent organizational skills including the ability to prioritize workload, work under time pressure and meet strict deadlines.
- Proficiency with other software applications including but not limited to: PDF merging and preparation, conferencing technologies TEAMs, Zoom, Microsoft Word skills and PowerPoint skills. Excel proficiency is a bonus.
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