New Board Secretary

4 months ago

Edmonton, Canada Edmonton Airports Full time

Reporting to the General Counsel & Governance Officer, the Board Secretary is a member of the Finance, Culture and Risk Strategic Business Unit Team. This position is accountable for providing support to the General Counsel & Governance Officer through coordination required for the Board of Directors including scheduling of meetings and events, drafting documentation such as agendas and meeting minutes and preparing packages, presentations and budgets. This individual will provide support to the Finance, Culture and Risk Strategic Business Unit and the Legal department through coordination of meetings, schedules, as well support on special projects. You will work closely with the Legal department in document preparation and drafting of communications, leading the records management compliance and providing overall support as required.

Relevant de l’avocat-e général-e et agent-e de gouvernance, le ou la secrétaire du conseil d’administration est membre de l’équipe de l’unité stratégique sectorielle responsable des finances, de la culture et des risques. La personne titulaire de ce poste assiste l’avocat-e général-e et agent-e de gouvernance : elle coordonne les besoins du conseil d’administration, notamment la planification des réunions et des événements, la rédaction de documents comme l’ordre du jour et les procès-verbaux des réunions ainsi que la préparation des dossiers, des présentations et des budgets. Elle appuiera l’unité stratégique sectorielle responsable des finances, de la culture et des risques ainsi que les services juridiques, y compris coordonner les réunions et les calendriers ainsi que contribuer aux projets spéciaux. Cette personne collaborera étroitement avec les services juridiques à la préparation de documents et à la rédaction des communications, veillera à la conformité de la gestion des documents et offrira un appui général selon les besoins.

Providing support to the General Counsel & Governance Officer (Governance Officer) in advising the Board of Directors by:

- Scheduling and coordinating all Board and Board Committee meetings and events;
- Preparing draft Board and Board Committee agendas for review by the President and CEO, Governance Officer, Board Chair and Board Committee Chairs;
- Distributing agendas and information, including appropriate notice of all meetings, on a timely basis;
- Preparing packages for Board and Board Committee meetings;
- Scheduling and coordinating meetings with Appointers;
- Maintaining Board and Board Committee information packages;
- Overseeing and maintaining the Board Calendar of Events and leading all communications between Board members and the President and CEO regarding changes to the Board Calendar of Events;
- Preparing minutes of the proceedings of all Board and Board Committee meetings and ensuring that the minutes are maintained and distributed to the Board, President and CEO and member of the Executive Management Team as required and that all edits are made to the minutes and tracked for consistency;
- Tracking and ensuring timely completion of action items arising from Board and Board Committee meetings;
- Following up with Board Committee Chairs and the Board Chair on various matters as required;
- Providing overall support to the Board Chair;
- Coordinating the information flow between the Board and Executive Management;
- Preparing and monitoring the Board budget;
- Maintaining and updating the Board portal and all information therein;
- Recording director attendance at all Board and Board Committee meetings and preparing quarterly summaries for annual reporting and compensation purposes;
- Liaising with the President and CEO, Governance Officer, and other members of Executive Management as required;
- Researching projects as assigned by the Board and/or the Governance Officer on governance and other Board related matters;
- Assisting with the administration of the Board and President and CEO evaluation processes; and
- Assisting in the development of governance documents, policies and procedures for the Board of Directors.

Providing administrative and project support to the Finance, Culture and Risk Strategic Business Unit (“SBU”) by:

- Providing effective communication across the entire SBU to ensure information is conveyed in a timely manner to ensure emerging issues receive priority action as requested;
- Coordinating meetings and schedules; and
- Providing support in special projects across the SBU, as requested.

Providing administrative support to the Legal Department by:

- Relieving the General Counsel & Corporate Secretary of administrative details on projects as required;
- Assisting the Paralegal in coordinating, prioritizing and managing work flow through the Legal Department when requested;
- Drafting correspondence;
- Providing support to determine and achieve how the Legal Department supports the organization’s core values and SBU strategic goals and objectives;

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