Corporate Secretary

Egg Farmers; Ottawa; On-site; CAD 150,000 - 200,000; Full time

Job summary

A national agricultural association is seeking a Corporate Secretary to support governance and operational functions for its Board of Directors. The role requires 4-5 years in a related field, knowledge of corporate governance, and excellent organizational and communication skills. Responsibilities include managing Board meetings, providing policy recommendations, and ensuring compliance with governance standards. The ideal candidate will thrive in a challenging environment with tight deadlines and will have experience working with a Board. Join a recognized organization with a strong corporate culture and commitment to diversity.

Benefits

Flexible hours

Professional development opportunities

Supportive work environment

Qualifications

• 4-5 years experience in a corporate or governance role.
• 2-3 years experience working directly with boards.
• Knowledge of board governance best practices.

Responsibilities

• Prepare agendas for Board meetings in consultation with leadership.
• Provide support and advice on corporate governance best practices.
• Manage the Board and Director evaluation process.

Skills

Attention to detail

Organizational skills

Communication skills

Ability to multi-task

Ability to interact with stakeholders

Education

Bachelor's degree in business, law, public administration or related field

Tools

Microsoft Office

Adobe Acrobat

Job description

Egg Farmers of Canada (EFC) is seeking a Corporate Secretary to join the Corporate Services team in a fast-paced, challenging, and exciting work environment. The ideal candidate for this position will have 4 to 5 years of experience in business, law or public administration, and 2 to 3 years of experience working in a corporate governance capacity. Reporting to the Chief Administrative Officer, the Corporate Secretary provides strategic governance and operational support to the Board of Directors and Committees.

Duties and Responsibilities:

• Prepare agendas for Board of Directors, Committees and other meetings in consultation with the CEO, Chair, Executive Management Team and other managers.
• Collect supporting documentation and ensure policy documents are available in advance, in both official languages, as needed.
• Provides support and advice to the CEO and Chair of the Board in carrying out duties relating to the effective governance and performance of the Board and organization, including provision of advice on corporate governance best practice.
• Maintain and support the filling and administration of corporate policies and support their review and renewal on a regular basis to ensure governance best practices for the Board of Directors.
• Assure the Board and CEO stay in compliance with all governance documentation and policy framework as well as supporting compliance with external requirements.
• Manage the Board and Director evaluation process and work with the Chair, CEO and CAO to implement changes to policy or processes arising from the evaluations recommendations.
• Manage the nomination and election process in accordance with EFC By-laws.
• Perform post-meeting follow-up tasks (e.g. prepare and maintain minutes, action lists and communicate with stakeholders as necessary).
• Maintain and update the director’s orientation package and support onboarding sessions for new directors.
• Support legal counsel, managers and staff by researching and providing relevant historical documentation and/or decision points.
• Ensure meeting rooms are set-up adequately based on various needs (e.g. equipment or catering).
• Provide general administrative support, in conjunction with the Executive Assistant to the CEO/Chair, directors and within EFC as required including for special events.

Qualifications and Skills:

• Knowledge of standardized work methods, tools, processes and approaches related to office administration and Board operations/support.
• Knowledge of the Robert’s rules of order, board governance best practices, regulations and ethical standards.
• Knowledge of relevant EFC policies and procedures.
• Attention to detail with excellent organizational, communication skills.
• Ability to interact effectively with a variety of stakeholders and work independently as well as part of a team.
• Ability to develop and apply effective solutions as needed.
• Ability to follow directions, as well as take initiative.
• Ability to multi-task, to coordinate various tasks effectively, to be detail-oriented and to be politically sensitive.
• Ability to use various software applications (e.g. Microsoft Office, Adobe Acrobat).
• Ability to retain corporate information pertaining to strategy, decision making and general operations.

Education and Experience:

• A bachelor’s degree in business, law, public administration or related field or college in conjunction with significant relevant experience.
• 4-5 years experience in related area.
• 2-3 years experience working directly with boards in a corporate governance capacity.

Working Conditions:

• A 37.5-hour workweek schedule, in a fast-paced environment with tight deadlines, which may require after-hours availability leading up to Executive and Board Meetings.
• Frequent interactions with vendors and stakeholders.
• Position requires domestic travel approximately once a quarter.
• Position requires prolonged periods of sitting, use of a computer, and close attention to detail.
• Position involves access to sensitive information, requiring discretion and confidentiality.

About Egg Farmers of Canada

Now in its sixth decade as one of Canada’s leading agriculture organizations, EFC manages the national egg supply and promotes egg consumption while representing the interests of over 1,200 regulated egg farmers and farm families from coast to coast. The organization has been recognized as one of the National Capital Region’s Top employers for thirteen consecutive years. EFC holds the title of one of Canada’s Most Admired Corporate Cultures™ by Waterstone Human Capital and is part of Canada’s Most Admired Corporate Cultures™ Hall of Fame. Visit eggfarmers.ca for more information.

EFC welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.