Executive Assistant Jobs

Reporting to the President and CEO, the Executive Assistant will work closely with the President and CEO, CFO and Senior Director of Finance. The Executive Assistant will be responsible for a broad range of corporate secretarial duties, reporting and disclosure obligations.

The ideal candidate has experience supporting at a senior level and has experience supporting Board of Directors activities and/or corporate governance experience.

Key Responsibilities Include:

Board and Committee Meetings

• Organize and service Board and Committee meetings and prepare and distribute meeting notices, agendas, and materials.
• Coordinate with legal counsel the drafting of the proposed resolutions of the Board and Committee meetings.
• Prepare and circulate the annual calendar of Board and Committee meetings.
• Work with management to ensure timely submission of meeting materials.
• Attend Board and Committee meetings, prepare and circulate minutes of meetings, and draft action lists and coordinate follow-up with management.

Directors and Officers

• Provide project support to the Board and Committees as directed by their respective Chairs.
• Ensure information is delivered to directors and executives in a timely manner.
• Assist with director recruitment and facilitate the orientation of new directors and coordinate the orientation of executives with the Executive Assistant to the President and CEO. Maintain director orientation manual.

Regulatory Compliance

• Collect information from directors and executives to ensure legal and regulatory compliance.
• Prepare and circulate blackout period notices.
• Monitor director and executive compliance with ownership of securities policies.
• Liaise with directors and executives to advise of reporting requirements with respect to insider trading and arrange filing of SEDI reports.

Corporate Records

• Maintain corporate documents and records, including corporate governance materials.
• Obtain signatures for minutes and resolutions and arrange for filings of same in the minute books.
• Maintain contact lists.
• Administer board portal, including access controls over the portal materials.

Other

• Coordinate and facilitate event planning and make travel arrangements as required.
• Liaise with the company’s investor relations firm, transfer agent, legal counsel, and other external entities as required.
• Perform all other duties as assigned.
• Maintain and update corporate website.
• Provide backup support to management as required.
• Act as benefit plan administrator for Canadian office
• Manage staff vacation tracking including out-of-office calendar.
• Draft internal and external correspondence.
• Work with finance team to ensure appropriate and timely financial reporting of Board approved items such as executive compensation agreements, transaction approvals, etc.

Qualifications:

• Maintain confidences at all times as instructed by President and CEO, Board Chair, and Board members and utilize discretion as otherwise dictated.
• Experience in legal, regulatory, or corporate secretarial function of a public company preferred
• Ability to think logically, analytically, and to bring issues to resolution.
• Self-motivated and results driven.
• Post-secondary education (preference towards a Law Clerk, Legal Assistant or Paralegal education)
• Ability to work independently while functioning well in a team environment.
• Detail oriented, organized, and able to meet deadlines.
• Adherence to the highest ethical standards, demonstrating accountability, integrity, and a high degree of professionalism.
• Advanced working knowledge of MS Office, especially Word, Excel and PowerPoint and strong database skills.
• Proven prioritization, time management and project management skills.
• Effective written and interpersonal communication skills and ability to build productive and collaborative relationships.
• Working knowledge of corporate secretarial practices and procedures, and understanding of corporate governance principles and practices.