Hearings and Corporate Secretary Coordinator

2 weeks ago

Toronto, Canada CIRO OCRI Full time

**Position Title: Hearing and Corporate Secretary Coordinator (MFD)**

**Department: General Counsel’s Office**

**Location: Toronto**

**Status: Permanent, Full-time (Hybrid)**

We are currently recruiting for a Hearing and Corporate Secretary Coordinator (Coordinator) who will be responsible for assisting with: (a) the administration of disciplinary hearings across the country for Canadian Investment Regulatory Organization (CIRO); and (b) CIRO board matters. The Coordinator has dual reporting to Associate General Counsel, Litigation and Senior Legal Counsel, Director, District Hearings Committees, Mutual Fund Division in the General Counsel’s Office.

This position involves assisting in the administration of the CIRO hearing process, including selecting Hearing Committee Members and assigning them to Hearing Panels, scheduling and coordinating disciplinary hearings, administering the filing of documents, triage and distribution of hearing materials to Panel Members, acting as liaison between Hearing Panels and parties to the proceedings, maintaining Hearing Records, preparing Hearing Notices, distributing Hearing Panel decisions, assisting in preparation of Hearing Committee communications, administering payment of invoices received from Hearing Panel Members and service providers, and maintaining hearing statistics and other case management records.

**Key Responsibilities**:

- Assist the Hearing Office in administration and coordination of CIRO Hearing Panels, i.e., schedule hearings (in-person, electronic or hybrid), arrange for hearing venues and court reporters, set up and administer cases in the digital document submission, sharing and presentation platform, administer the filing of documents and distribution of documents between Hearing Panels and the parties, act as liaison for communication between Hearing Panels and the parties, host hearings ensuring that all technical systems work properly and all issues are resolved, issue and distribute Hearing Panel decisions, prepare Hearing Notices for posting, assist in preparation of Hearing Committee communications, update and maintain hearing policies, procedures and guidelines, and maintain Hearing Records, hearing statistics and other case management data
- From time to time, act as Registrar in hearings, including receiving, marking and recording evidence into the Hearing Record, update, maintain and secure electronic and hardcopy files, including updates to the electronic case management system, administer oaths, record decisions, names of parties and counsel in the Registrar minute book and prepare minutes of the hearing
- Provide training and ongoing technical assistance to parties, Hearing Panels and other hearing participants
- Process payment of invoices received from Hearing Panel Members and service providers
- Assist the Corporate Secretary Office with the electronic uploading and maintenance of records such as CIRO Board minute books and meeting materials

**Education/Experience**:

- Post-secondary education
- Knowledge of Microsoft Office Suite
- Knowledge of MS SharePoint, electronic communication platforms such as Webex and MS Teams, Board books (such as Diligent) and e-hearing solutions (such as Case Center) preferred
- Prior administrative tribunal or court hearing experience preferred

**Key Skills and Competencies**:

- Knowledge of the securities industry would be an asset to understand the terminology and recognize the major participants
- Knowledge of contacts at member firms, regulatory organizations and other capital markets participants to regularly arrange meetings and to provide and obtain information
- Strong verbal and written communication skills
- Excellent organizational skills
- Ability to work under pressure and meet multiple and conflicting deadlines and effectively prioritize responsibilities

CIRO is committed to employment practices that are inclusive and accessible. Accommodations for individuals with disabilities are available. Should you require accommodation, please contact Human Resources.

LI-HYBRID #hiring

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