Board Administrative Secretary

5 months ago

Toronto, Canada SOCAN - Society of Composers, Authors and Music Publishers of Canada Full time

We’re Hiring
Board Secretary
Toronto, Montreal

Full-Time
Hybrid

WHO WE ARE
SOCAN is a not-for-profit copyright collective dedicated to ensuring music creators and publishers receive what they have rightfully earned for the use of their work. SOCAN supports and represents more than 180,000 songwriters, composers, and music publishers. Through licensing, global royalty collection and advocacy, we help creators to keep making the music that entertains, moves, and inspires us.

OUR COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, AND ANTI-RACISM

WHY WORK WITH US?
- Make a difference by supporting and collaborating with a vibrant and creative community
- Enjoy many options for workplace flexibility and work-life balance
- Get involved in the rapidly changing creative space
- Advocate for and empower the creative community
- Together, we’ll help music creators earn more income and make a living

WHAT WE OFFER
- 35-hour workweek schedule (possible flexible work options i.e., 4-day work week (position based)
- Twelve paid sick days annually (including five personal days)
- Virtual My Wellness program, including access to SOCAN fitness facility
- Annual Performance Incentive bonus (dependent on a personal and company performance)
- Defined contribution Pension Plan
- Comprehensive, health and dental benefits program
- Inclusive and collaborative working environment

ABOUT THE ROLE
SOCAN is seeking a Board Administrative Secretary for our member-elected Board of Directors. The position requires providing administrative support for meetings of the Board and Committees of the Board, including coordination of meetings and preparation of agendas, reports and other accompanying documents.

WHAT YOU’LL DO / KEY RESPONSIBILITIES
- Provide coordination and administrative support for all board and committee meetings scheduled throughout the year including interpreters, AV equipment, etc.
- Coordinate onsite and offsite meetings, includes booking venue, catering, interpreters, AV equipment, etc.
- Attend all committee and board meetings to ensure accurate record of minutes and work with chair of Board/Committee to maintain meeting flow and agenda is being followed
- Manages and meets deadlines and follows up with any tasks required prior to scheduled meetings, and completes required tasks post meetings
- Ensure all action items and decisions taken at meetings with Board members, Executives, and SOCAN employees are being logged and circulated
- Maintain and update all business requirements pertaining to Board/Committee meetings, e.g. Resolutions chart
- Organizing and maintaining Board/Committee records/documents, including any related information
- Maintain the Board portal/website on an ongoing basis
- An aptitude for numbers, including preparation of directors’ expenses and fee payments, invoice processing, quarterly forecasting, and annual budgeting
- A working knowledge of corporate governance and board and executive decision-making process
- The ability to relate board business matters to organizational and management activities; and the ability to establish administrative procedures to support board operations and team functions
- The ability to work in cooperation and collaborate with individuals at all levels within and outside of the workgroup to recognize and resolve problems in a timely and effective manner
- Perform other duties as required

WHAT YOU WILL BRING / QUALIFICATIONS & EXPERIENCE

EDUCATION
- Post-secondary education or equivalent work experience

EXPERIENCE
- Minimum five (5) years’ or more working with boards, senior leaders, or executive groups
- Law clerk background would be an asset
- Expertise to administer the operations of the board in the context of the company's strategic and business plans

(PREFERRED) SKILLSET
- Superior organizational, keyboarding, interpersonal, and oral and written communication skills
- Ability to work in a fast-paced and deadline-driven environment
- Ability to work independently with limited guidance on a variety of projects
- Ability to multi-task and flexible to changing work requirements/environment
- High level of professionalism and ability to maintain confidentiality
- Team player and relationship builder
- Advanced skills in the use of office software (Outlook, MS Word and Excel, Adobe Acrobat/Foxit, PowerPoint, SharePoint)
- Conversant in “Robert’s Rules of Order”
- Ability to communicate in English and French is an asset
- Legal knowledge is an asset

ACCESSIBILITY & ACCOMODATION

EQUAL EMPLOYMENT OPPORTUNITY
SOCAN is an Equal Opportunity Employer. Hiring and other employment decisions at SOCAN are made without regard to race, colour, religion, sex, ancestry, national origin, ethnic origin, age, disability, citizenship, veteran status, sexual orientation, record of offences, marital status, family status, or any other characteristic protected by federal, provincial, or local law, regulation, or ordinance.

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