Job Type & Duration: Full-time, Perm
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-represented non-managerial
Posting Period: June 25 - July 9
Coordinator – Office of Corporate Secretary
POSITION DESCRIPTION
The Coordinator – Office of Corporate Secretary provides confidential administrative support to ESA’s Board of Directors, Board Committees, and Legal Department. This role ensures the effective coordination of Board and Committee meetings, accurate preparation and distribution of confidential materials and seamless execution of Board governance processes. The Corporate Services Coordinator also manages Board member logistics, expenses, and record-keeping, while serving as the primary liaison for the Board portal (Diligent).
This position requires a high degree of discretion, judgment, and diplomacy, with responsibilities spanning Board administration, governance support, corporate records management, and executive administrative duties.
ROLE DESCRIPTION
Board Clerk Duties
- Draft agendas and attend agenda calls with Committee Chairs.
- Prepare files for uploading, proofread, and post all Board and Committee materials to the secure Board portal (Diligent), ensuring accuracy, timeliness, and confidentiality.
- Attend Board meetings to provide in-room support, including managing Diligent and taking confidential draft minutes, run the Zoom meeting and manage entry and exit of guests to the meeting.
- Manage late submissions or revisions to meeting materials, ensuring annotations made by Board members are preserved.
Governance & Record Keeping
- Maintain corporate records including Board minutes, governance documentation, statutory filings, registers of directors/officers, and legal opinions directory
- Maintain statutory appointments
- Ensure confidentiality of all Board and Committee records, including sensitive information related to executive compensation, labour relations, and litigation.
- Archive and manage records within ESA’s corporate systems and the Diligent portal, ensuring compliance with retention and confidentiality requirements.
Board Portal Administration
- Serve as ESA’s Diligent Certified Administrator, managing user accounts, troubleshooting issues, and liaising with Diligent support.
- Train Board and Committee administrators on Diligent usage and provide ongoing technical support.
- Monitor and update ESA governance resources on the Diligent portal and ensure the system remains current and accessible.
Financial Administration
- Prepare and submit Board Chair and Board member expenses, ensuring accuracy and compliance with ESA requirements and/or assist with Concur uploading.
- Reconcile Board expenses and credit card reports, exercising judgment and tact when recommending adjustments to ensure compliance.
- Prepare remuneration documentation for Board members and liaise with Pay Services to ensure accurate payment and reporting.
Executive & Corporate Services Support
- Prepare confidential correspondence, reports, and governance documentation, including those related to labour relations, litigation and executive matters.
- Provide orientation for new Board members, covering technology, expense policies, and reporting requirements.
- Support legal department administration, including maintaining contract databases, opinions directory, corporate filings, and invoice management. These duties may also involve supporting administrative aspects of Administrative Penalties, such as updating tracker, generating reports and the like, experience with tracking programs such as Excel and Freshworks
- Develop, improve, and implement administrative procedures to enhance efficiency of Board, Committee and Law Department operations.
Board Administrative Support
- Schedule and coordinate regular and ad hoc Board and Committee meetings.
- Manage all facility bookings, catering arrangements, and logistical requirements, including co ordination of guest wifi access for all in-person meetings.
- Coordinate Board member travel, accommodation, and meeting expenses in alignment with applicable directives.
- Provide guidance on travel and expense eligibility, ensuring compliance with ESA policies and assist with Concur expense coordination as required, review same and oversee approval.
- Act as the main point of contact for Board guests, ensuring clear communication of meeting logistics and special requirements.
- Manage the onboarding of new Board members and the offboarding of departing Board members, including execution of required intake documentation.
- Co-ordinate and schedule Board teambuilding events (i.e. board dinners)
- Assist with tracking to committee workplans and coordination of board evaluations and compensation reviews (including RFPs as required)
- Coordinate/schedule and track Board training and education sessions
- drafting cover reports and assisting EMT re: same, co-ordinate the Board Orientation session and off-site strategy sessions (organizing venue, catering, coordination of presentations, IT requirements etc.)
Qualifications & Experience
- Post-secondary education in Business Administration, Corporate Governance, Paralegal, Law Clerk or a related field
- Minimum 5 years’ experience in corporate administration, preferably in a governance or executive support capacity.
- Experience supporting Boards of Directors or senior leadership teams in a regulated, public sector, or not-for-profit environment is an asset.
- Demonstrated experience with Diligent Boardbooks or similar governance platforms is an asset.
- Advanced skills in Microsoft Office Suite, Excel, and Freshworks; strong technical aptitude to manage and troubleshoot Board technologies as well as legal tracking.
- Exceptional organizational skills and solutions-oriented mindset with the ability to manage competing priorities under tight deadlines.
- High level of judgment, tact, diplomacy, and discretion in handling confidential, privileged and sensitive matters.
QUALIFICATIONS
- Post-secondary education in Business Administration, Corporate Governance, Paralegal, Law Clerk or a related field
- Minimum 5 years’ experience in corporate administration, preferably in a governance or executive support capacity.
- Experience supporting Boards of Directors or senior leadership teams in a regulated, public sector, or not-for-profit environment is an asset.
- Demonstrated experience with Diligent Boardbooks or similar governance platforms is an asset.
- Advanced skills in Microsoft Office Suite, Excel, and Freshworks; strong technical aptitude to manage and troubleshoot Board technologies as well as legal tracking.
- Exceptional organizational skills and solutions-oriented mindset with the ability to manage competing priorities under tight deadlines.
- High level of judgment, tact, diplomacy, and discretion in handling confidential, privileged and sensitive matters.
REPORTING RELATIONSHIPS
Reports to: Assistant General Counsel
Direct Reports: None
Works Closely with: ESA Board, All ESA & External Service Providers
Occ Code: 787129
Notes(s):
- PLEASE NOTE THAT THE CLOSING DATE IS FIRM.
- Please note – the company has the right to make additional selections to a single posting as per Part A, Item 17.3 – Similar Vacancies.
- ESA Applicants – please ensure you have submitted your vacancy application form prior to applying
ESA may use automated or AI-assisted tools to support certain aspects of the recruitment and selection process.
The salary range for this position is subject to change and will be determined in accordance with the applicable collective agreement or, where no collective agreement applies, based on the successful candidate’s skills, experience, and internal equity.
We are committed to removing barriers that candidates may experience in our recruitment process. Please email [email protected] with any accommodation requests, or if there is anything we can do to enable your inclusive participation in the process.
