Subsidiary Services Coordinator

1 month ago

Waterloo, Canada Sun Life Full time

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

The Board and Subsidiary Governance team within the Corporate Secretary’s Department manages over 50 subsidiaries, including 7 regulated subsidiaries. This structure aligns with peer global financial institutions that have dedicated legal resources in subsidiary governance. The team has developed a Subsidiary Governance framework to facilitate the performance by directors of their fiduciary and other duties and responsibilities, to work collaboratively across many business units, and to collaborate with multiple stakeholders, within the context of corporate governance best practices.

The Subsidiary Services Coordinator will be an experienced administrator and will demonstrate strong initiative, positive energy and the ability to exercise sound judgment and flexibility, be an innovative thinker with superior organizational and time management skills and the ability to cope calmly and professionally with multiple demands in a high energy and changing collaborative work environment.

**What will you do?**
- Overall administrative support for the Subsidiary Boards team and Corporate Secretary Compliance team including but not limited to:

- Processing of payments and coordinating purchases
- Organizing, maintaining and processing of documents including execution, authentication, legalization, scanning, filing and record keeping of such documents
- Organizing and scheduling meetings
- Maintaining various calendars
- Being a team player in supporting a balanced workload and providing cross-team support within the Board and Subsidiary Governance team where required
- Subsidiary Board Support including but not limited to:

- Maintaining all correspondence sent to the Subsidiary Boards’ mailbox
- Organizing and maintaining the Subsidiary Governance document management system
- Coordinating all subsidiary board planning meetings and scheduling all Canadian subsidiary board meetings
- Working with the Manager, Subsidiary Governance with all aspects of the subsidiary meeting cycle, in connection with the collation and distribution of meeting materials through SharePoint and Diligent Boardbooks, and maintaining the minute books of the subsidiaries managed by the team
- Working with the Director to coordinate annual evaluations of the effectiveness of the Subsidiary Boards, and generating and analyzing results
- Supporting the Director with any other ad-hoc tasks as needed

Corporate Secretary Compliance Support including but not limited to:

- Creating reports to support the monthly distribution of over 10 authorized signer lists
- Drafting standard officer certificates (such as authorized signers, constating documents, director lists, etc.)
- Maintaining monthly voting policyholder statistical reports and coding undeliverable voting policyholder proxies
- Triaging voting policyholder instructions from the Triennial Mailing
- Assisting with documents and communications required for annual proceedings of subsidiaries
- Assisting with updating the distribution list for Related Party communications
- The Subsidiary Services Coordinator will also provide back-up support to the Executive Assistants supporting the Corporate Secretary’s Dept. and the Corporate Legal team, as required.

**What you need to succeed?**
- Strong written and verbal communication skills
- Tact, discretion and confidentiality are essential as this role has regular contact with highly sensitive materials and confidential information
- Experience as an administrative or Executive Assistant is required
- Detail oriented with the ability to work effectively in a high volume, paperless environment
- Proactive follow-up on outstanding matters
- Demonstrated professionalism and diplomacy
- Ability to work collaboratively while engaging and influencing others as needed
- Organization skills with ability to prioritize work with mínimal direction
- Post-secondary diploma or degree is preferred
- Excellent computer skills (Microsoft Word, PowerPoint, SharePoint, Excel, Outlook)

**Notes/Unique Requirements**
- Occasional overtime, ability to work flexible hours may be required

**What's In it for you?**
- Being a member of the Sun Life family, a group of people united by our Purpose: to help Clients and Employees achieve lifetime financial security and live healthier lives
- Flexible Benefits from the day you join to meet the needs of you and your family
- Ongoing learning,

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