Secretary Board Of Directors

Lotus Group is pleased to announce that we are actively recruiting a Board Secretary which is a hybrid role based in Edmonton for our trusted client who leads with people first initiatives.

Working as part of a high functioning governance team and reporting to the General Counsel and Governance Officer, the Board Secretary is responsible for the day to day operations of the Board office. This person provides direct support to the Board Chair and Board Committee Chairs, and will also provide administrative support to the Legal and Risk departments.

This position is overall responsible for the coordination required for the Board of Directors, which includes scheduling of meetings and events, drafting documentation such as agendas and meeting minutes and preparing packages, presentations and budgets. You will also work closely with the Legal department in document preparation and drafting of communications, leading the records management compliance and providing overall support as required.

Key Responsibilities:

• Lead the Legal Departments document management compliance and operate as the Legal Departments main point of contact for document management efforts of the organization
• Assisting the Paralegal in coordinating, prioritizing and managing workflow through the Legal Department when requested
• Preparing reports to the Board
• Providing support to the Paralegal in arranging meetings and negotiations with external stakeholders, drafting applicable legal documentation and communications in relation to highly confidential issues relating to excluded employees and sensitive union issues; including those relating to union members when requested
• Relieving the General Counsel & amp; Corporate Secretary of administrative details on projects as required
• Preparing and monitoring the Board budget
• Assisting in the preparation of an annual Legal Department budgets
• Preparing minutes of the proceedings
• Coordinating the information flow between the Board and Executive Management
• Providing administrative support to the Legal Department
• Coordinating all travel arrangements for the Legal Department
• Maintaining expenditure tracking and variance reports
• Ensuring that the minutes are maintained and distributed to the Board, President and CEO and member of the Executive Management Team as required and that all edits are made to the minutes and tracked for consistency
• Preparing draft Board and Board Committee agendas for review by the President and CEO, Governance Officer, Board Chair and Board Committee Chairs
• Reconciliation of legal fees database with legal invoices to ensure that amounts charged relate to the matter instructions, purchase orders are cut and the proper coding is applied, including coordination with other SBUs on correct allocation and coding
• Scheduling and coordinating meetings with Appointers
• Drafting correspondence
• Providing support to determine and achieve how the Legal Department supports the organizations core values and SBU strategic goals and objectives
• Preparing and maintaining board information packages for all Board and Board Committee meetings
• Calendar and time management for Legal Department counsel
• Assisting with the administration of the annual Board and President and CEO evaluation processes
• Recording director attendance at all Board and Board Committee meetings and preparing quarterly summaries for annual reporting and compensation purposes
• Providing support to the Legal Department pertaining to records management and information governance policies and procedures
• Liaising with the President and CEO, Governance Officer, and other members of Executive Management as required
• Tracking and ensuring timely completion of action items arising from Board and Board Committee meetings
• Distributing agendas and information, including appropriate notice of all meetings
• Assisting in the development of governance documents, policies and procedures for the Board of Directors
• Provide support to the Governance Officer and the Board of Directors by scheduling and coordinating all Board and Board Committee meetings and events
• Researching projects as assigned by the Board and/or the Governance Officer on governance and other Board-related matters
• Overseeing and maintaining the Board Calendar of Events and leading all communications between Board members and the President and CEO regarding changes to the Board Calendar of Events
• Advising the General Counsel of potential forecast problems
• Maintaining and updating the Board portal and all information therein

Key Requirements:

• Efficient in various databases (i.e. Word, Excel, Visio, Adobe, BoardVantage) and
• Administrator level working knowledge of Board portal software
• Ability to work independently and display decision making skills
• Ability to produce accurate and comprehensive material
• Excellent written and oral communication skills
• Exudes confidentiality at all times
• Database administration skills
• Ability to synthesize discussion and capture issues and action items for minutes
• 7+ years of experience working in corporate governance, with strong knowledge and solid understanding of Board processes and due diligence requirements
• Ability to prioritize and organize work and workload
• Experienced with Board governance structure and models
• Familiar with budgeting procedures

We thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.

Lotus Group provides Elevated Search, Recruitment and Human Resource services across Canada. With established client and talent networks spanning coast to coast, we know that employees are the power that fuel excellent organizations. Lotus group is dedicated to being Canada's most trusted provider of Elevated People Solutions.

For more information, visit www.lotus-group.ca.