Job Postings
Title: Assistant Corporate SecretaryCompany: ConfidentialLocation: Montreal, Quebec
Assistant Corporate Secretary
Responsibilities
Generally, support the Legal Department senior management and the Secretary in their respective functions, with responsibility for ensuring the proper corporate maintenance of the corporation and certain subsidiaries.
Prepare Board and Committee meeting: Notices; Agendas;; Materials; Board Books; Logistics; Minutes.
Maintain the minute books of the various corporate entities.
Oversee the quarterly filings process.
Oversee, in collaboration with the Legal Department senior management, the year-end filings process.
Prepare the Annual General Meeting.
Manage the relationship with the transfer agent.
Manage various corporate plans: Stock Option Plan ; DSU Plan; Employee Share Purchase Plan.
Assist in the preparation and filing of Insider Reports on SEDI
Ensure that all required corporate, TSX and securities filings are made at the appropriate time for the corporation and certain subsidiaries.
Update and maintain corporate books: Book of Companies; Policies and Charters.
Update various organizational charts and keep track of the movement in the positions.
Prepare calendars: Blackouts and Board meetings.
Participate in the Directors and Officers Insurance renewal process.
Respond to various requests regarding corporate information.
Respond to questionnaires.
Draft resolutions.
Oversee filing/archiving system as well as implementation of the Document Retention/Destruction Policy for the Legal Department.
Ensure website updates.
Act as a Secretary, as required, for various subsidiaries and/committees.
Ensure payment of Directors’ fees.
Keep track of regulatory developments and best practices related to the corporate secretariat field.
Ideal Candidate profile
10-15 years of relevant experience, including experience in a publicly traded company
Sophisticated professional with exceptional technical skills in the corporate secretariat area
Demonstrates core values: Ethics; Integrity; Confidentiality; Discretion
Perfectly bilingual (Orally and writing)
Solid drafting skills
Very thorough, detail oriented
Very good current understanding of the legal framework surrounding the corporate secretariat function
Well organized and disciplined work style
Sound judgment and common sense
Team player with superior interpersonal skills
Affirmative diplomatic presence to reflect self confidence and maturity and a clear potential for continuing growth
Ability to manage stress during periods of intense activity
Ability to establish harmonious and effective working relationships at all levels, both internally or externally
Good listener who consults and accepts constructive criticism
Problem solving skills, proactive, can do attitude
Location: Montreal - Quebec
CONTACT INFO:
Marie Wongmwong@shoreassoc.com
Shore & Associates
