Assistant Corporate Secretary

3 weeks ago

Vancouver, Canada Finning Canada Full time

Company:
Finning Canada

Number of Openings:
1

Worker Type:
Temporary

Position Overview:
The Assistant Corporate Secretary is a key member of the corporate secretarial team working under the supervision and direction of the Corporate Secretary, and occasionally the General Counsel, and in partnership with the Corporate Administrator. The Assistant Corporate Secretary will assist in supporting all aspects of effective Board governance, including the coordination and preparation of agendas and materials for all meetings of the Board and related committees, and preparing minutes of such meetings; providing general Board support, including budgeting and compensation matters; supporting shareholders’ meetings; and coordination and preparation of continuous disclosure documents. This role offers flexibility through a hybrid work structure.

**Job Description**:
Corporate Governance and Board Support
- For all meetings of the Board, committees, working groups and advisory bodies:

- support logistics planning and prepare meeting calendar
- draft and distribute agendas and meeting related materials (including reports and resolutions) and support upload to board portal
- attend meetings and prepare minutes in a timely fashion
- Update and maintain the minute book and related materials and documents, and board member information
- Create and maintain forward-agendas and action items lists for the Board, committees, working groups and advisory bodies
- Support review and updating governance policies and Board and committee terms of reference
- Support the annual Board evaluation process
- Assist with quarterly Board compensation

Annual Shareholders’ Meeting
- Support organization of shareholder meetings, including internal logistics, liaising with service providers, and attending to related regulatory filings, meeting scripts, minutes, and report of voting results

Regulatory Filings
- Assist in preparing the annual information form and proxy circular, coordinate management and legal review and incorporate input
- Assist in making other routine regulatory filings, including SEDI (including for directors and other insiders) and TSX filings

Corporate Records and Budgeting
- Assist in maintaining Finning and Finning subsidiary companies in North America in good standing
- Assist in preparing the annual budgets and quarterly forecast updates for the Corporate Secretary, Board of Directors and General Counsel

Education & Experience:

- A minimum of 3-4 years working experience in a legal or corporate governance environment, including in a board support function, corporate paralegal, or senior level administrator in legal and corporate records
- Knowledge and understanding of corporate secretarial and corporate governance practices, with experience taking minutes preferred
- Experience in corporate legal and securities regulations an asset
- A self-motivated team player who takes initiative, embraces change, and pursues best business practices
- Excellent knowledge of the complete MS Office package, with exposure to board portals (Diligent preferred) an asset
- Must be detail oriented with outstanding verbal and written communication skills
- Strong interpersonal skills and the ability to communicate with all levels of stakeholders
- Superior organizational skills, with the ability to manage competing priorities, multi-task and achieve strict deadlines
- Highly professional, discreet, collaborative, and resourceful

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