Corporate Secretary

Salary range: $119,400 - $149,000
Term: This is a contractual position for the duration of 1 year, with possibility of becoming permanent.
Location: 250 Yonge Street, Toronto ON (hybrid –3 days per week in office)
Applications must be received by 5pm ET, Wednesday, November 20, 2024

ABOUT US:

Invest Ontario is an independent government agency dedicated to securing private sector strategic business and capital investments that will support economic development, resiliency, and job creation in Ontario. We work hard to bring new opportunity to the province.

At Invest Ontario, you will learn and grow alongside a cohort of talented people from diverse backgrounds and industries. You will work in a collaborative, fast-paced and dynamic environment where you are encouraged to be your best self and given the opportunity to make a meaningful impact.

ABOUT THE OPPORTUNITY:

Invest Ontario is seeking a meticulous and resourceful Corporate Secretary with a strong solution focused mindset to support the Board of Directors and ensure the integrity of the agency’s governance framework.

As a Corporate Secretary, you will ensure efficient administration of the Board and be responsible for maintaining the official records of the organization, complying with all government mandated requirements, and providing advice and counsel to the Board on corporate governance matters.

The Corporate Secretary is the management lead for all governance matters and provides leadership to implement a high level of corporate governance.

A more detailed description of the job responsibilities can be found below.

SUMMARY OF JOB RESPONSIBILITIES:

Leadership:

  • Provide leadership in effective governance, compliance, reporting and disclosure requirements, by coordinating efforts and complementing the work of other members of Management.
  • Serve as a source of governance expertise to the Board and Management on current developments and compliance.
  • Provide a positive influence on the structure, composition, membership, activities and ultimate effectiveness of the Board of Directors and Board Committees by providing resources, information, and communications, as needed and appropriate.
  • Engage in thought leadership with the goal to improve processes and increase efficiencies in the corporate secretarial function.

Board Relations:

  • Provide notice of direct arrangements for, and attend and record written minutes of, all regular or special meetings of the Board and Board Committees.
  • Draft all Committee and Board resolutions.
  • Develop, coordinate, and distribute all communications and reports to, and as requested by, the Board and Board Committees, or their respective Chairs.
  • Develop Committee and Board calendars and workplans.
  • Develop and maintain Board and Committee related databases, procedural guides, and document templates.
  • Ensure accuracy and quality assurance of all materials prior to distribution to Board members.
  • Support the technology used to prepare and distribute materials, conduct meetings, and facilitate other board and committee activities while being mindful of privacy and confidentiality concerns.
  • Maintain records of the materials provided to the Board and its Committees to substantiate that Directors are given appropriate information on which to base decisions.
  • Ensure Board and Committee Action Items are tracked, monitored, brought forward, and executed on a timely basis.
  • Develop and draft revised Board governance policies and procedures (e.g., code of conduct, conflict of interest, Board and Committee mandates, Committee Terms of Reference; other policies as necessary).
  • Take all reasonable steps to ensure that an appropriate governance program is developed, implemented, and administered with the Board Chair and Board Committee Chairs.
  • Administer the annual review of all corporate governance documentation, including the Board and Committee Guidelines, Terms of Reference, and Director Code of Conduct and Conflict of Interest Policy with the Board Chair and the Board Committee Chairs.
  • Facilitate the orientation and onboarding of new Board members.
  • With the Board Chair and the Board Committee Chairs, direct or coordinate the administration of the continuing education program for incumbent Directors.
  • With the Board Chair and the Board Committee Chairs, develop, coordinate, and conduct periodic Board effectiveness workshops.
  • Maintain best corporate governance practices and actively monitor the market for developments to prepare recommendations for presentation to the Board and Board Committees.
  • Carry out any other appropriate duties and responsibilities assigned by the Board, Board Chair, Board Committee, Committee Chairs, or the President and Chief Executive Officer.
  • Maintain records of Committee composition and skill requirements, ensuring the monitoring of vacancies/term expiration and planning for the appointment processes in compliance with established processes and standards.
  • Track Board operating plan expenses and participate in the development of the annual Board budget.
  • Monitor, track, and work with payroll in ensuring payment of board per diems.
  • Work with the General Counsel, as necessary, on issues overlapping functions.

Disclosure and Reporting

  • With other members of Management, as appropriate, develop, coordinate, and distribute all reporting and filings required under applicable law or governance requirement, reporting to the Board and Board Committees when having done so.
  • Draft the governance section of the company’s annual report and ensure that all reports are made available to stakeholders according to the relevant regulatory or listing requirements.
  • Maintain the company’s statutory books and records.

Other

  • Take ownership of and organize corporate filing system.
  • FOI requests and internal processes.
  • Assist with COI policies, processes, and procedures.
  • Secretary functions for future advisory councils.
  • Assume other corporate affairs tasks, as required.

REQUIRED QUALIFICATIONS

Education and Experience

  • Post secondary degree in business, OR equivalent combination of post-secondary education and experience.
  • Law degree is preferred. We will also consider law clerks.
  • 10+ years of corporate secretarial and/or corporate governance experience.

Knowledge and Skills

  • Strong executive presence and demonstrated experience working in a similar capacity, leading governance, and Board relations.
  • Superior verbal/written communication, organizational and interpersonal skills.
  • Proven ability to manage complex issues through sound judgement and advanced problem-solving.
  • Must be able to work in a capacity with strict privacy and confidentiality requirements both inside and outside the organization.
  • Possesses knowledge of government decision-making processes and policy frameworks.
  • Ability to process and assess large amounts of information.
  • Has a solution-oriented mindset.
  • Motivated by the opportunity to serve and positively impact the economic development and resiliency of the province encouraged by Invest Ontario’s culture.
  • Strong negotiation skills.
  • Excellent communication and interpersonal skills.
  • Experience and expertise with Board portals (Diligent preferred).
  • Entrepreneurial with a client-minded focus.
  • Technical proficiency with MS Office (Word, Excel, PowerPoint, and Outlook) and work-specific software.

HOW TO APPLY

If you are passionate about these values and are ready to join a team that is making a difference, we invite you to apply by identifying the Job Title in the subject line to hr@investontario.ca.

Invest Ontario is committed to employment equity and diversity in the workplace and welcomes applications from individuals of all backgrounds.

We offer a hybrid work model, with three days per week in the office, and a salary range of $119,400 - $149,000 for this position.

Applications must be received by 5pm ET, Wednesday, November 20, 2024.