Assistant Corporate Secretary
City : Toronto, Canada
Category : CEO Office
Industry : Financial Services
Employer : Ontario Teachers’ Pension Plan - OTPP
Assistant Corporate Secretary
The Assistant Corporate Secretary will be responsible for managing the board secretariat team and overseeing all board administration processes, including regular and special board and committee meetings, on boarding and offboarding board members, board orientation, board succession and board education. They will also provide support and assistance to the Corporate Secretary, including project support as the need arises. They will also keep abreast of legal and governance trends and provide advice on corporate governance matters and related issues.
Who you'll work with
You will work with internal and external contacts at all levels. Contacts will include: Board members, Executive Team, Senior Leaders; other OTPP staff; Plan sponsors and assistants; other external contacts such as senior leaders at other pension plans.
What you'll do
Oversee the Board and various Committee meetings processes
Approve annual calendar for board meetings, posting deadlines for drafts and finals
Manage development of Board and Committee workplans, agendas and materials
Oversee the management of the Benefits Adjudication Committee processes performed by the Board Governance Coordinator including general meetings and hearings. Ensure all required deadlines are met as per the hearing procedures. Support the appeal hearing process as required
Organize and ensure accurate recording of the activities of the Board and Committees and draft minutes as required for regular and special Board and Committee meetings
Draft resolutions for Board and Committee meetings working with both the business contacts and Corporate Secretary
Oversee preparation of other governance material including Governance Committee material and governance content in Annual Report
Manage Board renewal and succession practices and activities, as well as Director onboarding, offboarding, orientation and education
Provide staff resources to the Governance Committee and the Benefits Adjudication Committee of the board and work closely with the Chairs of such committees.
Recommend and direct continuous improvement and enhancement of (i) the board member experience generally; (ii) board orientation and education through various mediums (including on-line content, internal training, guest speakers, external training courses, and board travel ), (iii) Board communication and updates between meetings; (iv) Board meeting agendas to allow for greater time for strategic planning and oversight; (v) Board materials generally and (vi) action plans and follows up to Board effectiveness, feedback and meeting requests, including centralization of such activities.
Liaison between board members and Executive Team to advance board effectiveness
Responsible for overseeing maintenance of board records and electronic minute book.
Monitor emerging legal and governance trends and compliance with governing legislation and by laws:
Ensure compliance with governing legislation, by-law and Committee Terms of Reference and that board-related policies and procedures are updated, relevant and followed
Monitor emerging standards and legal developments in corporate governance for pension plans and corporations generally and recommend and implement industry standard processes to improve Board and organizational governance
Management of the Board Specialists and Board Governance Co-ordinator
Provide orientation and training to new Board members
Provide legal advice regarding corporate governance matters
Must be able to make independent decisions using sound business judgment.
Ability to co-ordinate multiple tasks with a high level of initiative and ability to work well with minimum direction ensuring deadlines are met. Recognize opportunities and/or issues and proactively exercise judgment
Ability to work with minimum supervision and under pressure in a fast-changing environment
What you'll need
University degree in Law and an active member of a Bar Association of any Canadian provinces or territories.
Detailed knowledge of Board processes and practices
Demonstrate a good understanding of the role and responsibilities of the Board and its Committees
Familiarity with Diligent BoardBooks
MS Office skills: Word, Excel, PowerPoint;
Ability to communicate and represent the organization in a highly professional manner with tact and diplomacy
Results oriented, with the ability to rank priorities and deliver key initiatives.
Strong organizational and interpersonal skills
Excellent written, oral and proofreading skills.
Meticulous attention to detail
Ability to recognize and react to confidential situations and the use of judgement in these instances
Manage multiple tasks in a fast-moving environment.
Ability to be flexible and respond quickly to changes.
Establish priorities quickly and balance competing priorities on an ongoing basis
Must be able to communicate complex matters in a concise and simplified way
Demonstrated experience supporting and advising corporate boards of directors
Demonstrated experience advising on corporate governance matters and general corporate law
Experience managing a team of board governance professionals
Must have good judgement, strong analytical skills, think abstractly, have high standard of professional conduct
#LI-OTPP, #LI-VN, #LI-Hybrid
What we’re offering
Pay-for-performance environment that offers competitive salary and incentive
Numerous opportunities for professional growth and development
Comprehensive employer paid benefits coverage
Retirement income through a defined benefit pension plan
The opportunity to invest back into the fund through our Deferred Incentive Program
A flexible/hybrid work environment combining in office collaboration and remote working
Competitive time off
Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
Employee discount programs including Edvantage and Perkopolis
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How to apply
Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.
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