Director, Board Services & Assistant Corporate Secretary

Requisition ID: 177463

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Purpose

Contributes to the overall success of the Corporate Secretary’s Department in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Accountabilities

• Builds a high performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment and using a coaching mindset and behaviours; communicating vison/values/business strategy; and, managing succession and development planning for the team.
• Manages functional support to the Bank’s Risk Committee, Audit and Conduct Review Committee and Corporate Governance Committee of the Board of Directors by: Partners on the organization, review, assembly and delivery of meeting materials to directors and officers and tracks meeting attendance and waivers. Assists in meeting room set-up and post meeting activities.
• Critically reviews and collates documentation for submission to regulators and auditors in electronic or paper format.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Creates an environment in which his/her team pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Managing the corporate secretarial support function to the Bank’s Risk Committee, Audit and Conduct Review Committee and Corporate Governance Committee of the Board of Directors by: researching and preparing draft documentation, including the minutes for meetings, correspondence related to the meetings, including confidential letters, memoranda, regulatory notices, agendas, scripts, resolutions and other information in a thoughtful, organized, professional and timely manner with a very high level of accuracy. Approving all attachments to the minutes, managing the maintenance of the minute book/resolution/meeting files, following detailed and established policies and procedures.
• Partners on the processing of all documents received for execution under the Bank’s corporate seal. Leads preparation of powers of attorney, incumbency certificates, certified copies of Board resolutions and updating certificates that accompany documents signed over the corporate seal. Leads execution of international documentation with law clerks/legal counsel and attends to certification requirements as necessary (i.e. Province of Ontario Management Board, OSFI and consularization).
• Oversees maintenance of electronic and paper-based records for documentation held in safekeeping\vaults and files. Oversees the filing of meeting agenda material and correspondence. Responds to information requests and regulatory reviews concerning specific documentation.
• Leads and drives a customer-focused culture throughout their team to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

Functional Competencies

• The applicant must be able to work with changing priorities and strict time frames and should also be self-motivated, able to work independently with moderate direction and be capable of managing conflicting priorities and bringing forward issues as appropriate.
• Periodic domestic and/or international travel is required.
• Communication - essential to have excellent written and verbal skills
• The following behavioral competencies are essential to meet the high product-quality and customer service standards demanded of the group:
• Initiative and research skills
• The applicant must be able to communicate well orally and in writing and possess the confidence and professionalism required to deal with senior and executive level officers as well as board members.
• Team player – must be able to easily interact and take instruction from various individuals including peers.
• Efficient – must juggle a variety of assignments within tight time constraints
• Accurate and thorough - work produced is for the view of directors, executive and senior officers and regulatory bodies and every precaution must be taken to avoid errors and omissions and to communicate effectively and correctly
• Flexible to accommodate a heavy and varied workload - overtime will be required primarily around Board Committee meetings, and out-of-town/country Board and Board Committee meetings
• Organized and accurate - manage volumes and workload
• The applicant must have at least 10 years of related corporate experience. A law clerk certificate/degree is essential.
• The applicant must possess excellent technical skills and have experience managing and maintaining databases (i.e. Diligent Boards and EnGlobe). In addition, excellent Word, Excel, Power Point, Adobe are required.
• Discretion - when handling confidential information and requests for same

Location(s): Canada : Ontario : Toronto

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.