Ready to take the next step in your governance career? Our client, a major international mining company in Vancouver, is seeking an Assistant Corporate Secretary to play a key role in its corporate secretary function.
Reporting directly to the head of governance, you’ll be hands-on with board and committee support, drafting minutes and resolutions, and managing corporate records across multiple entities. This is a growing organization whose governance processes are still maturing, which makes it an ideal fit for a corporate secretarial professional or paralegal with a solid governance foundation who wants to grow into a broader role over time.
Duties & Responsibilities:
Manage board and committee meetings from start to finish, including scheduling, agendas, materials and logistics
Prepare accurate, timely first drafts of minutes, resolutions and written consents for the Corporate Secretary’s review
Track decisions and action items from board and committee meetings, and follow through with management to completion
Oversee quality control of meeting materials, including version control and approvals
Keep governance calendars, annual workplans and action logs up to date
Serve as a responsive point of contact for directors, committee chairs and senior executives
Maintain complete, audit-ready minute books and corporate records for a group of entities, including director and officer registers and corporate authorizations
Build and maintain a well-organized governance filing system with strong version control and retention practices
Support routine corporate and regulatory filings in coordination with external counsel and internal teams
Prepare signing packages and execution versions, and manage executed documents
Coordinate notarizations, international document authentication and other execution requirements with signatories and outside providers
Administer the board portal, including meeting books, content uploads and user access
Track obligations, approvals and delegations of authority under key governance agreements, escalating legal interpretation questions to internal or external counsel
Create and update standard governance templates, including minutes, resolutions, certificates, incumbency certificates and signing authorities
Recommend practical improvements to governance processes and templates as they continue to mature
What We’re Looking For
3-7 years of experience in a corporate secretarial, governance, paralegal or legal executive assistant role
Direct experience working with senior executives, board members and board committees is a must
Proven experience drafting minutes and resolutions and maintaining corporate records and minute books
Paralegal diploma or legal administration training preferred; equivalent experience considered
Exceptionally organized, with reliable follow-through and the ability to manage multiple concurrent priorities in a fast-paced environment
Sound judgment and discretion with confidential, board-level information
Comfortable in a growing, evolving organization where processes are still taking shape
Public company, board or multi-entity governance experience is an asset; mining, resources or industrial sector exposure is a plus
Spanish language skills are an asset
Salary range: $110,000-$140,000+, based on experience
Short-term incentive plan
Extended health, dental and vision coverage
RRSP program
Full-time, in office five days a week
Occasional early or late meetings to accommodate board schedules across time zones
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Assistant Corporate Secretary in Vancouver employer: Smith Search Inc.
Smith Search Inc. offers an exceptional work environment for the Senior Executive Assistant role, situated in the vibrant heart of downtown Vancouver. Employees benefit from a collaborative culture that prioritizes professional growth and development, alongside competitive compensation and comprehensive benefits. With opportunities to engage with senior leadership and contribute to high-level governance, this position is ideal for those seeking meaningful and rewarding employment in a dynamic global setting.
