Corporate Secretary

**Corporate Secretary (Contractor)**

Located in Calgary, Foundations for the Future Charter Academy (FFCA) is the largest public
charter school in Alberta, serving over 4200 students in eight campuses throughout the city. We
offer educational programming through a Distinctive Teaching and Learning Framework that has
been developed within the Alberta context for students from Kindergarten to Grade 12. Our
mission is to provide a safe and caring environment where the four pillars of our charter,
academic excellence, character development, parental involvement and staff leadership are
valued and fostered.

FFCA seeks to contract for the services of a Corporate Secretary to support the governance
work of the Board of Directors and the Superintendent.

**Position Overview**

The Corporate Secretary is a key governance professional who supports the FFCA Board in
effectively implementing its governance framework, the efficient administration of board affairs,
and compliance with applicable legal and regulatory requirements. This role acts as a liaison
between the Board of Directors, senior administration, and stakeholders, providing guidance
and support on procedural and governance matters while managing board documentation and
supporting strategic decision-making processes.

The Corporate Secretary role requires attendance at / participation in scheduled Board and
Committee meetings and events which may occur during the day and on weekends, but
primarily occur on weekday evenings. The workload is estimated at 15h per week from August
16 through June 30 on average but will ebb and flow depending on the work cycle.

The Key Responsibilities of the Corporate Secretary include:

- A. Board Governance and Administration Support
- Develop and maintain FFCA’s Board governance calendar, ensuring timely
- preparation and distribution of agendas, minutes, and reports.
- Coordinate and attend all Board and Board Committee meetings, ensuring accurate
- documentation of proceedings and decisions.
- Oversee the preparation and distribution of the Board packages prior to every Board
- and Committee meeting.
- Ensure the Board and its Board Committees have the information and analysis they
- need to support Directors in meeting their fiduciary responsibilities.
- Advise the Board Chair and Directors on best practices in governance, procedural

rules, and ethical obligations.
- Coordinate with the Superintendent or designate to support the on-boarding and

orientation of new directors.
- Support the coordination of ongoing professional development for Board members.
- Monitor and track Board action items and ensure timely follow-up and
- implementation.
- Support the evaluations of Board performance and support director succession

planning processes.

B. Records Management
- Coordinate with the Superintendent or designate to ensure all required Board

information, including, but not limited to, meeting notices, meeting agenda packages,
meeting minutes, election materials, policies, plans, and reports are shared with the
- relevant parties and/or publicly posted on the website in a timely manner.
- Maintain the Board’s official records on SharePoint, including meeting agenda

packages, minutes, working documents, correspondence, and legal documents.
- Support the development, review, and implementation of Board policies.

C. Stakeholder Communication and Event Coordination
- Support effective communication between the Board and the Superintendent, Sr.

Administrative Team, FFCA staff, and external stakeholders.
- acts as a channel of communication and information for Directors.
- Draft and prepare official Board correspondence and communications.
- Assist in organizing Board events including, but not limited to: the Society Annual

General Meeting (AGM), public board meetings, campus tours and planning/learning

retreats.

D. Ensure secure, confidential handling and archiving of sensitive materials

E. Other duties delegated by the Board Chair, CEO or designate(s).

**REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & ATTRIBUTES**:

- Commitment to supporting FFCA’s mission, vision, and values
- Ability to represent the Board in a professional manner when interacting with internal

and external stakeholders
- Exemplary interpersonal skills
- Exemplary organizational skills
- Exemplary time management skills
- Exemplary ability to balance multiple priorities, tasks and deadlines
- Exemplary attention to detail
- Strong writing and minute-taking skills
- Proficiency in Microsoft / Office 365 / SharePoint Applications.
- Ability to take initiative and work independently
- Ability to handle sensitive information with discretion while maintaining confidentiality
- Flexibility to work evenings and weekends

**DESIRED EXPERIENCE AND/OR TRAINING**:

- A university degree in business administration, law, public administration, or a related

field.
- 3-5 years of relevant experience supporting a Board of Directors.
- Knowledge of governance practic