Governance Administrator

2 months ago

Montréal QC, Canada Airports Council International Full time

**About ACI**

Airports Council International (ACI) is the global trade representative of the world’s airports. Established in 1991, ACI represents and advocates airports’ interests with governments and international organizations such as ICAO, develops standards, policies, and recommended practices for airports, and provides information and training opportunities to raise standards around the world.

**The location**

**Main Areas of Responsibility**:
**Director General Support**
- Support the Director General (DG) by managing a dynamic calendar, coordinating travel arrangements, assisting in drafting of briefing materials, and compiling necessary documents for meetings and trips.
- Handle confidential correspondence and manage the Office of the Director General (ODG) Inbox efficiently.
- Act as a liaison between the DG and internal departments, external stakeholders, as well as the ACI World Governing Board (Board) members, industry organizations, and business partners.
- Ensure timely communication and follow-up on action items to facilitate smooth operations of the DG office.
- Collaborate with stakeholders on engagements and initiatives involving the DG. Ensure that the Corporate Secretary is informed of DG activities and priorities.

**Corporate Governance**

Day-to-day tasks:

- Develop and maintain strong relationships with Board members and their key contacts under the guidance of the Corporate Secretary.
- Support ACI Governance by managing documentation for the Board, Executive Committee (WEC), and Audit Committee (WAC), ensuring timely distribution of materials such as working papers, presentations, and meeting invitations.
- Assist in the preparation of corporate governance meetings, delivery of corporate priorities, and ensure internal alignment.
- Work closely with the Corporate Secretary to plan and coordinate logistics for Board meetings, including venue selection, accommodation, and transportation.
- Coordinate with the hosts on the social components of Board meetings, including receptions, dinners, and cultural activities, to enhance networking and relationship-building among Board members and stakeholders.
- Manage invitations, RSVPs, and attendee logistics for Board meetings and related events.
- Coordinate audiovisual and technological requirements for meetings and presentations.
- Foster close engagement with ACI Regions and Regional Directors' assistants to support their governance processes, notably Regional Board reports, Special Meetings of Members, and other communication as needed.
- Assist in implementing governance policies and procedures to ensure compliance and best practices. Provide support to the Corporate Secretary to ensure consistent messaging and alignment of positions.

Ongoing tasks:

- Maintain accurate records of Board, Executive Committee, and Audit Committee membership, including mandate dates, in collaboration with regional offices.
- Keeping Standing Committee lists updated through Committee Secretaries
- Organize and archive records of past Board, WEC, and WAC meetings, ensuring accessibility and compliance with governance protocols. File and categorize official correspondence and maintain documentation integrity.

**Skills and Abilities**:

- Strong organizational skills with the ability to manage multiple tasks seamlessly and prioritize effectively.
- Excellent interpersonal skills to build and maintain relationships with stakeholders, including Board members, ACI Regions, external partners, and staff.
- Exceptional written and verbal communication skills in English (proficiency in French and other languages is an asset), including the ability to draft professional correspondence and reports.
- Facilitate effective communication between Board members, executives, and external stakeholders.
- Proven ability to handle confidential information with discretion and professionalism.
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams) and Adobe Acrobat.
- Resolve issues and challenges related to governance activities promptly and effectively.
- Ability to thrive in a fast-paced environment, meet deadlines, and achieve high performance goals.
- Resourceful team player who can also work effectively independently.

**ACI World Values**

Collaboration, Innovation, Accountability, Integrity, and Sustainability

**What We Offer**
- Hybrid work
- Full benefits (health, vison and dental), including telemedicine
- RRSP company matching contributions
- 4 weeks of vacation per year
- Paid personal/sick days and mental health days
- Social events and recognition programs
- Opus card discount
- Casual dress
- Training
- Employee rewards and recognition program
- Tedy Wellness Spending Account

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