Assistant Corporate Secretary

Smith Search Inc.; Vancouver; On-site; CAD 110,000 - 140,000; Full time

Benefits offered by this job

Extended health coverage

Dental coverage

Vision coverage

RRSP program

Short-term incentive plan

Job summary

Smith Search Inc. is assisting a major international mining company in Vancouver to appoint an Assistant Corporate Secretary. You will support board and committee activities, draft minutes and resolutions, and maintain corporate records across multiple entities.

This hands-on role sits in a growing governance function with exposure to senior executives. The ideal candidate has 3-7 years in corporate secretarial or governance support, strong drafting skills, and experience handling confidential

Qualifications

• 3-7 years of experience in a corporate secretarial, governance, paralegal or legal executive assistant role.
• Direct experience working with senior executives, board members and board committees is a must.
• Proven experience drafting minutes and resolutions and maintaining corporate records and minute books.
• Paralegal diploma or legal administration training preferred; equivalent experience considered.
• Exceptionally organized, with reliable follow-through and the ability to manage multiple concurrent priorities in a fast-paced environment.
• Sound judgment and discretion with confidential, board-level information.
• Comfortable in a growing, evolving organization where processes are still taking shape.
• Public company, board or multi-entity governance experience is an asset; mining, resources or industrial sector exposure is a plus.
• Spanish language skills are an asset.

Responsibilities

• Manage board and committee meetings from start to finish, including scheduling, agendas, materials and logistics.
• Prepare accurate, timely first drafts of minutes, resolutions and written consents for the Corporate Secretary’s review.
• Track decisions and action items from board and committee meetings, and follow through with management to completion.
• Oversee quality control of meeting materials, including version control and approvals.
• Keep governance calendars, annual workplans and action logs up to date.
• Serve as a responsive point of contact for directors, committee chairs and senior executives.
• Maintain complete, audit-ready minute books and corporate records for a group of entities, including director and officer registers and corporate authorizations.
• Build and maintain a well-organized governance filing system with strong version control and retention practices.
• Support routine corporate and regulatory filings in coordination with external counsel and internal teams.
• Prepare signing packages and execution versions, and manage executed documents.
• Coordinate notarizations, international document authentication and other execution requirements with signatories and outside providers.
• Administer the board portal, including meeting books, content uploads and user access.
• Track obligations, approvals and delegations of authority under key governance agreements, escalating legal interpretation questions to internal or external counsel.
• Create and update standard governance templates, including minutes, resolutions, certificates, incumbency certificates and signing authorities.
• Recommend practical improvements to governance processes and templates as they continue to mature.

Skills

3-7 years experience

Board experience

Minutes drafting

Paralegal diploma

Highly organized

Confidential info handling

Adaptable to growth

Mining sector experience

Spanish skills

Education

Paralegal diploma

Job description

Ready to take the next step in your governance career? Our client, a major international mining company in Vancouver, is seeking an Assistant Corporate Secretary to play a key role in its corporate secretary function.

Reporting directly to the head of governance, you’ll be hands-on with board and committee support, drafting minutes and resolutions, and managing corporate records across multiple entities. This is a growing organization whose governance processes are still maturing, which makes it an ideal fit for a corporate secretarial professional or paralegal with a solid governance foundation who wants to grow into a broader role over time.

Duties & Responsibilities:

• Manage board and committee meetings from start to finish, including scheduling, agendas, materials and logistics
• Prepare accurate, timely first drafts of minutes, resolutions and written consents for the Corporate Secretary’s review
• Track decisions and action items from board and committee meetings, and follow through with management to completion
• Oversee quality control of meeting materials, including version control and approvals
• Keep governance calendars, annual workplans and action logs up to date
• Serve as a responsive point of contact for directors, committee chairs and senior executives
• Maintain complete, audit-ready minute books and corporate records for a group of entities, including director and officer registers and corporate authorizations
• Build and maintain a well-organized governance filing system with strong version control and retention practices
• Support routine corporate and regulatory filings in coordination with external counsel and internal teams
• Prepare signing packages and execution versions, and manage executed documents
• Coordinate notarizations, international document authentication and other execution requirements with signatories and outside providers
• Administer the board portal, including meeting books, content uploads and user access
• Track obligations, approvals and delegations of authority under key governance agreements, escalating legal interpretation questions to internal or external counsel
• Create and update standard governance templates, including minutes, resolutions, certificates, incumbency certificates and signing authorities
• Recommend practical improvements to governance processes and templates as they continue to mature

What We’re Looking For

• 3-7 years of experience in a corporate secretarial, governance, paralegal or legal executive assistant role
• Direct experience working with senior executives, board members and board committees is a must
• Proven experience drafting minutes and resolutions and maintaining corporate records and minute books
• Paralegal diploma or legal administration training preferred; equivalent experience considered
• Exceptionally organized, with reliable follow-through and the ability to manage multiple concurrent priorities in a fast-paced environment
• Sound judgment and discretion with confidential, board-level information
• Comfortable in a growing, evolving organization where processes are still taking shape
• Public company, board or multi-entity governance experience is an asset; mining, resources or industrial sector exposure is a plus
• Spanish language skills are an asset
• Salary range: $110,000-$140,000+, based on experience
• Short-term incentive plan
• Extended health, dental and vision coverage
• RRSP program
• Full-time, in office five days a week
• Occasional early or late meetings to accommodate board schedules across time zones