Corporate Secretary/executive Assistant

2 weeks ago

Edmonton, Canada Associated Engineering Group of Companies Full time

**Job Description**:
**ABOUT THE OPPORTUNITY**

We are looking for a talented **Corporate Secretary/Executive Assistant** in our **Edmonton **office.

Reporting to the Chief Operating Officer and working closely with the Corporate Secretary/Escrow Agent, you will maintain the official documents of the Company’s subsidiaries (including all minute books and corporate records), organize and service Board of Directors meetings, and provide administrative assistance to the Corporate office.

**What you will be doing**:
Corporate Secretary Duties
- Organize, prepare materials within required timeline, and attend and record/transcribe minutes of (1) regularly scheduled and special meetings of the Board of Directors and (2) quarterly management meetings.
- Prepare and distribute notices of meetings, agendas, and supporting reports and documents for Board Committee meetings.
- Assist the President & CEO in the preparation of agendas and back-up information and any other pertinent information and distribute to the directors.
- Prepare resolutions of the directors as required and/or requested.
- Renew APEGA Permits to Practice for certain subsidiary companies.

Executive Assistant Duties
- Perform tasks of a highly confidential nature and ensure confidentiality thereof.
- Assist with contract administration.
- Act as representative of the Company in direct contact with the public and government agencies, clients, and consultants dealing with the Company, and subsidiary and affiliated company offices.
- Process and route daily incoming and outgoing mail; review/sort cheques for deposit.
- Arrange for courier deliveries as required.
- Perform electronic cheque deposits.
- File and archive CEO and Finance files.
- Coordinate pick-up and delivery and maintain records for off-site document storage.
- Take minutes and send appointments for internal company committee meetings for the Chief Operating Officer.
- Manage annual service award program and liaise with service award suppliers.
- Act as the primary Fire Warden for the Corporate Office and track and maintain Corporate office staff attendance in the event of an emergency.
- Maintain, organize, and request inventory of office supplies and administer kitchen operations.
- Perform other duties as assigned (e.g., events, travel arrangements, support to Chief Operating Officer and Chief Financial Officer).

**Job Requirements**: ABOUT YOU**

**What you will bring**:

- Minimum 8 years’ experience working in a fast-paced office environment with mínimal supervision.
- Post-secondary education in an administration program from an accredited university or college, or equivalent experience and training.
- Experience working in a corporate office environment is an asset.
- Experience in corporate governance and/or knowledge of legal corporate business requirements are assets.
- Proficiency in MS Office suite.
- Strong verbal and written communication and interpersonal skills, including the ability to assess implications of proposed actions and respond appropriately.
- Flexible, collaborative mindset and willingness to tackle projects outside of areas of prior experience.
- Be well-organized, self-initiating, and able to handle multiple initiatives simultaneously.
- Able to work overtime as required.
- Accommodate occasional travel requirements.

Everyone has their own unique talents, skills, and background. Even if you don’t meet 100% of the qualifications outlined above, let us know why you’d be a great fit for this role

**WHY US**
- Flexible working arrangements.
- Competitive salary and benefits, including extended health, dental coverage, Employee and Family Assistance Program, and matching company pension program.
- Culture that promotes sustainability, accessibility, respect, diversity, and inclusion.
- Ongoing support for your professional development and growth, including mentoring programs and training opportunities.
- Work environment that focuses on your health, safety, and overall wellness, including COR® (Certificate of Recognition) certification, fitness allowance, and local wellness activities.

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