Assistant Board Secretary and Executive Assistant

**Organization**:Plan International Canada

**Reports to**:General Counsel & Safeguarding Focal Point and President & CEO

**Location**:Toronto (Eglinton & Mount Pleasant) - Hybrid

**Status**:Permanent, full-time

**Contact Level with Children: B**

**What can you expect from a leading organization in the global movement to advance children’s rights and equality for girls?**

We are one of Canada’s Most Admired Cultures and here’s why: together, we have created a climate of trust and inclusivity - where diversity in people, ideas and approaches is not only respected, it’s encouraged.

Amidst the uncertainty of COVID-19, these qualities have come to the forefront as our organization evolves to remain agile. Though we will evolve in many respects, our mission and strategic ambition will not change - and our work has never been so imperative. We will never stop believing in the multiplying power of girls and that every child deserves that right to learn, lead, decide and thrive. Our future success will be founded upon Plan International Canada’s 80+ year history of focusing on our mission, our core values, responding to challenges and seizing opportunities with purpose, relevance and impact.

Further information can be found at: plancanada.ca/careers

**About You**

Are you ready for an opportunity to join one of the world’s largest charitable organizations?

Are you passionate about equal rights for all children and equality for girls? Can you see yourself being an integral member of a team that works towards transforming lives globally?

Are you an experienced executive assistant who thrives in a fast-paced environment? Do you demonstrate excellent interpersonal and communication skills? Are you a trusted team player with a proactive, solution-focused mind-set?

**The Position**

This position reports to the General Counsel/Safeguarding Focal Point with a dotted-line reporting structure to the President & CEO for Assistant Board Secretary duties. The position is shared 50/50 between the Assistant Board Secretary and Executive Assistant roles.

**ASSISTANT BOARD SECRETARY**:

- Provide administrative and executive support, including special projects, in matters related to Plan International Canada’s Board of Directors.
- Regular meetings with the President & CEO to report on all Board related tasks.
- Organize, coordinate and facilitate quarterly and _ad hoc_ meetings of the Board and its Committees, including preparing meeting schedules, notices, agendas, materials, logistics and surveys.
- Maintain the Board/Committee annual workplans and manage action items.
- Prepare Board resolutions and assist in the preparation of meeting materials including briefing notes and presentations.
- Record, compose and distribute timely and accurate Board minutes, act as custodian for corporate and historical records, meeting minutes and related Board and Committee information.
- Support Board initiatives such as annual Board/Committee evaluations, Board member orientation and training, special projects.
- Accurate corporate file retention and ongoing management of Board and Committee file retention on SharePoint and Board Management portal (Diligent).
- Manage corporate filings with regulators.
- Manage Diligent for maximum efficiency.
- Prepare and coordinate Board communications as required.
- Support Board travel logistics where required.
- Ensure an effective project management process is in place and continuously improved.
- Work closely with Executive Management as the Administrative Lead for 1-2 Board Committees.
- Liaise with Treasurer for approval of Board related financial and contract procurement.
- Support to Finance Department for completion and filing of CRA and audit related documentation.

**EXECUTIVE ASSISTANT, GENERAL COUNSEL AND SAFEGUARDING FOCAL POINT**
- Provide an expert level of administrative support to the General Counsel.
- Calendar and travel management including prioritizing meetings, making travel requests and engaging with external parties.
- Manage a range of inquiries directed to the General Counsel; delegating as appropriate and drafting responses where required.
- Ensure projects are kept on track and completed within the agreed timeframe. Manage co-ordination, action tracking and minute taking, development of presentation material.
- Support the legal review and financial approval of estate documentation in coordination with the Planned Giving Business Unit.
- Ensure timely processing of legal invoices.
- Complete _ad hoc_ administrative requests including document formatting, letterhead and policy template updates.
- Administrative Lead for the internal Safeguarding Committee.
- Perform other duties as requested, including provision of coverage for the Executive Assistant to the CEO.
- Minimum required level and specialty/discipline: Post-secondary degree or diploma in a relevant field of study or post-secondary education in any field of study or equivalent professional ex