Assistant Corporate Secretary

3 months ago

Toronto, Canada First Capital Full time

First Capital [TSX: FCR.UN] owns, manages and develops grocery-anchored open-air centres in neighbourhoods with the strongest demographics in Canada. As one of Canada’s top employers, we foster a vibrant culture that ensures equal opportunity and well-being for all employees in a dynamic workplace. We are proud to provide rewarding opportunities to build meaningful careers in a fun and high performing environment.

**THE ROLE**:
The Assistant Corporate Secretary will hold a key role within First Capital responsible for the administration processes relating to the Board of Trustees and its Committees and oversight and management of various tasks related to management proxy circulars (MIC), annual general meetings (AGM), annual information forms (AIF), regulatory compliance, equity plan administration, insider trading, governance support, press releases, and REIT website updates.

Reporting to the SVP, General Counsel and Corporate Secretary, The Assistant Corporate Secretary will collaborate with internal stakeholders, external counsel, transfer agents and other service providers to ensure smooth and efficient execution of these responsibilities.

**WHAT YOU WILL DO**:

- Lead the management of all Board and Committee meetings logistics, including maintaining meeting schedules and work plans, developing agendas, distributing meeting materials, attending meetings, drafting meeting minutes, and tracking action items.
- Oversight and management of MIC, AIF and AGM project plans, including Directors' & Officers' (D&O) questionnaires, notices, governance disclosures, and coordination with service providers. This includes management of all timelines as required by securities regulations and arranging for submissions to the Board and its Committees, as appropriate.
- Conduct annual board evaluations, compiling results, and assessing effectiveness.
- Ensure regulatory compliance, timely reporting and fee administration (TSX, OSC, SEDI, SEDAR+, CBCA, OBCA) and ensure compliance with applicable laws and regulations.
- Support the administration of equity plans, including tracking and reporting holdings, redemption of equity awards, and equity award grants.
- Conduct regular review and tracking of governance ratings reports from various organizations, including Glass Lewis, ISS, Globe and Mail Board Games, and Canadian Coalition of Good Governance.
- Review and update corporate policies and keep up-to-date on governance best practices to provide governance updates and recommend procedural improvements.
- Update the REIT’s external and internal websites with approved content, filings and corporate documents.
- Create governance documents (e.g., minutes, resolutions, memos, Board/Committee meeting materials).
- Manage complex matters and perform various other duties as delegated or assigned by the SVP, General Counsel and Corporate Secretary, including leading and participating in special projects.
- Support the maintenance of the REIT’s subsidiaries with the Corporate Law Clerk, including assisting with KYC, audit and CRA requests, as required.

**WHAT YOU BRING**:

- Law Clerk, Paralegal or Governance Professional of Canada certification/designation is required.
- Minimum of 5 years of relevant work experience, preferably in a Corporate Secretary Department of a public company or a law firm.
- Degree in Law, Business, Public Administration, Political Science, or related field an asset.

**WHAT YOU NEED TO BE SUCCESSFUL**:

- Advanced computer skills (Microsoft Office Suite, Diligent, SharePoint, Athennian) and familiarity with planning logistics for virtual and in-person meetings.
- Excellent organizational and time management skills with the ability to multi-task and prioritize in a high-demand environment.
- Diligent attention to detail with the ability to produce high quality work.
- Well-developed communication and presentation skills to facilitate working with senior management, executives and external contacts at various levels.
- Demonstrate high integrity, sound judgment, professionalism, diplomacy and respect for confidentiality.

**WHAT WE OFFER**:
We invest in People. Along with our competitive compensation packages—we're always thinking of new ways for our people to share in the company's success. We are very proud to offer the following to our employees:

- Flexible Hours
- Remote workdays
- Company-matched savings plans
- Fully paid Extended Healthcare benefits from day one
- Annual Wellness Subsidy
- Tuition & Development Program
- Employee Referral Program
- Rewards and Recognition Programs
- Paid time off during December holiday season
- Parental leave benefits
- Message to Agencies: _First Capital does not accept unsolicited recruitment assistance from search firms and employment agencies.

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