Assistant to The Board

**Assistant to the Board (Internal Title - Board Governance Specialist)**

This is a great opportunity to support a collaborative, engaged and respectful Board of Directors, committed to diversity, equity and inclusion. This position will work closely with our Executive Leadership Team and our Board of Directors on a wide range of matters from routine to more complex, including new opportunities and initiatives. Providing project coordination for significant initiatives like our annual AGM, the successful applicant will be innately proactive and will be able to work independently, but as a vital part of a small and dynamic team. As overall governance requirements continue to evolve, this role will play a key role in ensuring these needs are met. This will allow for continued growth and learning opportunities to ensure your professional development is ongoing.

BlueShore Financial is a financial boutique with a dynamic team committed to helping our clients improve their overall financial well-being. Thanks to our innovative strategy, rooted in expert advice and expertise, we continue to sustain excellent financial performance and receive high client satisfaction scores that outpace our competitors.

Employee Type: Full Time

Schedule: Monday - Friday (Some meetings begin/end outside regular hours. Vacation blackout periods due to board business calendar. Dates set far in advance)

Job Category: Governance and Board

Location: 1250 Lonsdale Avenue, North Vancouver - Hybrid In-Office/Work From Home Options

**Key responsibilities of this role are**:

- Attends Board and some Board Committee meetings; prepares and distributes agendas, meeting packages, and accurate minutes.
- Primary administrator of the Board Portal for the Credit Union assign/setup of new internal/external users; training and development, maintenance of all information, etc.
- Acts as Project Coordinator for all activity leading to the Annual General Meeting and Director Election, in accordance with the Credit Union rules, legal and statutory requirements. This includes the production of all required materials and coordination of electronic systems.
- Manages and executes on all logístical aspects of the annual offsite strategy session; includes controlling the budget.
- Prepares and monitors the Board of Directors annual budget, escalates issues if required.
- Ensures Board of Director remuneration allocation is accurate and updated to reflect Director responsibilities, oversees payment of per diems
- Reviews and approves Directors’ expense forms.
- Tracks Directors’ external Credit Union activities and ensures per diems are paid out in a timely fashion.
- Supports Executive Management Team and senior leaders on governance and board related matters (e.g. Terms of Reference, statutory responsibilities of certain Committees).
- Monitors proceedings during meetings to ensure best governance practices are met
- Supports Board committee members in some committee projects, providing governance expertise.
- Acts as backup for the Assistant to the CEO.
- Prepares and submits certain filings required by the _Credit Union Incorporation Act & Financial Institution Act, _including ensuring accuracy of Related Party documentation.
- Contributes to the development and revision of governance policies and procedures, to reflect best practices, legislative requirements, operational requirements and consistency.
- Responsible for preparing and processing routine and annual corporate and regulatory filings as appropriate, flagging potentially contentious disclosure issues.
- Ensures timely regulatory access to required Board-related documents.
- Retains records of Committee and Board approved Resolutions and Policies, as well as official statutory records in collaboration with Assistant Corporate Secretary and Legal Team.
- Updates the Governance related material on internal website (Compass) and corporate website, and ensures Board of Director Policies are up to date on both Compass and the Board Portal.
- Maintains accurate and comprehensive operational records including documented processes and reference files; researches and compiles data; and drafts or edits correspondences and reports, as appropriate.

**Qualifications and Experience**
- 3-6 years in a senior executive assistant, corporate paralegal, or regulatory role, ideally in a corporate governance environment.
- Basic understanding of corporate governance practices and experience recording and producing formal meeting minutes
- Experience operating in a highly confidential environment with proven professional skills and demonstrated integrity.
- Experience managing multiple priorities and meeting inflexible deadlines.
- Demonstrated strong written and verbal communication skills.
- Experience working with corporate governance and boards of a regulated organization is an asset.

**Pay Transparency**

Pay transparency is an important characteristic of our recruitment process and overall BlueShor