Overview
Assistant Corporate Secretary II Jobs in Edmonton, Alberta, Canada at Finning
Drafting and timely distribution of agendas and meeting related materials (including reports and resolutions) for Board, committee, working group and advisory body meetings and shareholder meetings; leading quarterly Board portal upload process
Creation and maintenance of forward-agendas and action items lists for the Board, committees, working groups and advisory bodies
Logistics planning for meetings of the Board, committees, working groups and advisory bodies
Reviewing, drafting and updating governance policies and Board and committee terms of reference with reference to current industry standards, proxy advisory firm guidelines, and peer company practices
Support the annual Board evaluation process, including skills matrix updates, preparation of survey materials and reporting survey results
Responsible to prepare quarterly Board compensation for accounting and legal sign off
Attend meetings of the Board, committees, working groups and advisory bodies and accurately preparing and finalizing minutes in a timely fashion
Update and maintain the minute book and related materials and documents, and board member information.
Annual Shareholders’ Meeting
Lead, in close consultation with the Corporate Secretary, the organization of shareholder meetings, including internal logistics, liaising with the transfer agent, Broadridge, the virtual meeting platform provider, etc., and attending to related regulatory filings, meeting timetable, preparing shareholder meeting scripts, minutes, and report of voting results
Regulatory Filings
Support compliance with securities and continuous disclosure requirements :
Draft, and support all aspects of reviewing, finalizing and publishing / publicly filing, the proxy circular and related shareholder meeting materials, and the annual information form, including coordinating management and legal review and incorporating input, in close collaboration with the Corporate Secretary team members
Assist in making other routine regulatory filings, including SEDI (including for directors and other insiders), SEDAR and TSX filings
Corporate Records and Budgeting
Oversee maintaining Finning and Finning subsidiary companies in North America in good standing
Prepare the annual and multi-year budgets and quarterly or monthly forecast updates for the Corporate Secretary and Board of Directors and General Counsel
Education & Experience :
A minimum of 5 years relevant experience working in a legal or corporate governance role ideally in a Canadian in-house public company or law firm environment, for example, in a corporate secretary, assistant corporate secretary, or corporate or securities paralegal role
Sound familiarity and experience working with Canadian corporate legal and, ideally, securities regulations
A self-motivated team player who takes initiative, embraces change, and pursues best business practices
Excellent knowledge of the complete MS Office package with exposure to other web-based applications (Diligent, Solium)
At Finning, we prioritize creating a diverse and inclusive environment. We are proud to be an equal opportunity employer, and we actively encourage all individuals to express themselves and achieve their full potential. As a company, we continuously strive to enhance our outreach to individuals of all backgrounds and identities. We do not discriminate against applicants based on gender identity, race, national and ethnic origin, religion, age, sexual orientation, marital and family status, and / or mental or physical disabilities.
Furthermore, Finning is committed to collaborating with and providing reasonable accommodations / adjustments to individuals with disabilities. If you require an adjustment / accommodation at any point during the recruitment process, please inform your recruiter.
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Title: Assistant Corporate Secretary II
Company: Finning
Location: Edmonton, Alberta, Canada
Category: Law/Legal, Administrative/Clerical
