Corporate Secretary

2 weeks ago

Toronto, Canada OLHI Full time

The Corporate Secretary (CS) plays a critical role in ensuring effective corporate governance. This position manages all Board and Board Committee activities, including the Annual General Meeting (AGM). The CS handles logistics, meeting preparation, attendance, follow-up, and maintains corporate records. Additionally, the CS serves as the liaison between the Board, its Chair, and senior management, while providing expert advice on governance practices and ensuring compliance with corporate governance standards.

**Key Responsibilities**
- **Meeting Coordination & Logistics**- Plans and manages all logistics for Board, Committee, and AGM meetings, including venue arrangements and catering.
- Drafts meeting agendas and notices, coordinates and distributes materials to Board/Committee members, and ensures timely preparation of all documentation.
- **Meeting Documentation & Follow-Up**- Attends all Board, Committee, and AGM meetings, recording minutes, resolutions, and action items.
- Highlights key decisions, actions, and directives, ensuring follow-up on outstanding items and timely distribution of relevant information.
- **Corporate Documentation Management**- Maintains key corporate documents, including the corporate Minute Book, resolutions, and other governance-related records.
- Drafts, circulates, and files meeting minutes, corporate resolutions, and meeting action items.
- **Liaison & Communication**- Serves as the primary liaison between the Board Chair, Board members, and management, ensuring seamless communication and coordination.
- Prepares and manages correspondence for the Board/Committees, including responding to inquiries and providing relevant information.
- **Governance Advisory & Research**- Advises the Board and senior management on matters of corporate governance.
- Conducts research to stay informed of and implement corporate governance best practices, ensuring the organization remains compliant with relevant governance standards.
- **Board Chair Support**- Assists the Board Chair by providing briefing materials, speaking notes, and other relevant support needed for meetings and other duties.
- **Additional Duties**- Performs other duties as required by the Board Chair to support the effective functioning of the Board and corporate governance.

**Requirements**:
**Qualifications**
- Proven experience in corporate governance, board management, or a similar role.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication abilities.
- Proficiency in minute-taking, document management, and meeting coordination.
- Ability to work independently and handle sensitive information with discretion.

**Requirements and Core Competencies**
- Minimum 5 years experience in a Corporate Secretary role, or a similar role as deemed appropriate by the Chair.
- Recent and relevant experience with corporate governance matters and issues.
- Excellent writing and verbal communication skills. Proficiency in French is an asset.
- Strong attention to detail and high degree of accuracy.
- High level of integrity, confidentiality and accountability.
- Strong technology / computer skills with an advanced understanding of Microsoft and Google suites, case management systems and website management support tools.
- Proactive, planning and execution skills.
- Experience within the insurance or financial industry and / or established relationships with Canadian financial media is highly preferred.
- Experience within a multi-stakeholder environment is preferred.

**Benefits**

Work from home, with travel required to attend Board meetings and occasional on-site work required (office or third-party sites).
- Part time position (60 hours per month)
- Occasional travel within Canada (mainly downtown Toronto) - minimum of 4 times per year
- Overtime as required

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