Assistant Corporate Secretary II

Finning; Vancouver; On-site; CAD 70,000 - 100,000; Full time

Job summary

A leading company seeks a corporate governance specialist in Vancouver. The role involves managing board materials, ensuring regulatory compliance, and overseeing corporate records. Candidates should have at least 5 years of relevant experience in a public company or law firm setting, alongside sound knowledge of Canadian regulations.

Qualifications

• Minimum 5 years in corporate governance or legal environment.
• Experience with Canadian corporate legal and securities regulations.
• Self-motivated with excellent MS Office skills.

Responsibilities

• Draft and distribute meeting agendas and materials.
• Support regulatory filings and compliance requirements.
• Prepare budgets for Corporate Secretary and Board.

Skills

Initiative

Team player

Familiarity with Canadian corporate legal regulations

Knowledge of MS Office

Education

5 years relevant experience in corporate governance or legal role

Tools

Diligent

Solium

Job description

• Drafting and timely distribution of agendas and meeting related materials (including reports and resolutions) for Board, committee, working group and advisory body meetings and shareholder meetings; leading quarterly Board portal upload process
• Creation and maintenance of forward-agendas and action items lists for the Board, committees, working groups and advisory bodies
• Logistics planning for meetings of the Board, committees, working groups and advisory bodies
• Reviewing, drafting and updating governance policies and Board and committee terms of reference with reference to current industry standards, proxy advisory firm guidelines, and peer company practices
• Support the annual Board evaluation process, including skills matrix updates, preparation of survey materials and reporting survey results
• Responsible to prepare quarterly Board compensation for accounting and legal sign off
• Attend meetings of the Board, committees, working groups and advisory bodies and accurately preparing and finalizing minutes in a timely fashion
• Update and maintain the minute book and related materials and documents, and board member information.

Annual Shareholders’ Meeting

• Lead, in close consultation with the Corporate Secretary, the organization of shareholder meetings, including internal logistics, liaising with the transfer agent, Broadridge, the virtual meeting platform provider, etc., and attending to related regulatory filings, meeting timetable, preparing shareholder meeting scripts, minutes, and report of voting results

Regulatory Filings

• Support compliance with securities and continuous disclosure requirements :
• Draft, and support all aspects of reviewing, finalizing and publishing / publicly filing, the proxy circular and related shareholder meeting materials, and the annual information form, including coordinating management and legal review and incorporating input, in close collaboration with the Corporate Secretary team members
• Assist in making other routine regulatory filings, including SEDI (including for directors and other insiders), SEDAR and TSX filings

Corporate Records and Budgeting

• Oversee maintaining Finning and Finning subsidiary companies in North America in good standing
• Prepare the annual and multi-year budgets and quarterly or monthly forecast updates for the Corporate Secretary and Board of Directors and General Counsel

Education & Experience :

• A minimum of 5 years relevant experience working in a legal or corporate governance role ideally in a Canadian in-house public company or law firm environment, for example, in a corporate secretary, assistant corporate secretary, or corporate or securities paralegal role
• Sound familiarity and experience working with Canadian corporate legal and, ideally, securities regulations
• A self-motivated team player who takes initiative, embraces change, and pursues best business practices
• Excellent knowledge of the complete MS Office package with exposure to other web-based applications (Diligent, Solium)

At Finning, we prioritize creating a diverse and inclusive environment. We are proud to be an equal opportunity employer, and we actively encourage all individuals to express themselves and achieve their full potential. As a company, we continuously strive to enhance our outreach to individuals of all backgrounds and identities. We do notdiscriminate against applicants based on gender identity, race, national and ethnic origin, religion, age, sexual orientation, marital and family status, and / or mental or physical disabilities.Furthermore, Finning is committed to collaborating with and providing reasonable accommodations / adjustments to individuals with disabilities. If you require an adjustment / accommodation at any point during the recruitment process, please inform your recruiter.