Executive Assistant and Corporate Secretary Administrator

About the Role

Join a purpose-driven, high-performing team committed to delivering results within an inclusive culture. This position provides direct administrative and corporate governance assistance to the Vice President, Bank Governance and Corporate Secretary, and the Vice President, Subsidiary Governance. You will support departmental functions critical to the overall success of the Corporate Governance Office and Corporate Secretary’s Department on a global scale. This role ensures the execution of individual objectives aligned with the team’s business strategy, while maintaining compliance with applicable regulations, policies, and procedures.

Key Responsibilities

• Provide both routine and complex administrative and governance support to the VPs, including calendar management and scheduling meetings.
• Handle inquiries, prioritize urgent matters for the VPs, and coordinate domestic and international travel arrangements.
• Manage expense reporting, process invoices, reconcile corporate card transactions within the Travel and Entertainment platform, and recover expenses from subsidiaries.
• Maintain an organized filing system and conduct various administrative duties as necessary, engaging regularly with board members, executive management, auditors, regulators, shareholders, and other stakeholders.
• Assist in developing and distributing strategic communications and documentation such as procedures, presentations, attestations, and business plans to ensure global understanding of departmental goals and initiatives.
• Oversee centralized tracking of employee vacation, remote work, absences, BCP contact lists, and learning development records.
• Support the planning and execution of department events including meetings, town halls, strategy sessions, and celebrations.
• Coordinate onboarding and offboarding processes for department employees, including procurement of equipment and system access setup.
• Manage logistics for Board and Committee meetings, including calendaring, attendance tracking, seating plans, travel arrangements, venue reservations, catering, technology setup, and related expense processing.
• Facilitate meetings between the Chair of the Board, directors, executive management, and external stakeholders.
• Monitor the Board Services general inbox, address logistical queries, communicate information to team members, and follow up as needed.
• Administer records management including creation, classification, maintenance, and disposition of both physical and digital documents in accordance with bank policies.
• Support records management projects, provide guidance, and facilitate training on compliance requirements.
• Assist with regulatory, internal, and external audit requests and support year-end activities such as data verification, proofreading, and updating shareholder forms in multiple languages where applicable.
• Maintain the bank’s corporate governance website by collaborating with relevant teams to ensure timely and accurate updates, including coordination of translations.
• Facilitate Business Continuity Plan testing and maintain updated information as needed.
• Participate in various governance projects and initiatives within the department.
• Incorporate the Bank’s risk appetite and culture into daily tasks, maintaining compliance with operational, regulatory, anti-money laundering, and conduct risk frameworks.
• Promote a high-performance work environment and support inclusivity across the organization.

Qualifications and Skills

• 3 to 5 years of experience as a law clerk, paralegal, legal assistant, or administrative professional within a legal, regulatory, or corporate secretarial environment of a public company.
• Post-secondary education or equivalent; membership in The Institute of Law Clerks of Ontario or a diploma in Legal Administration is advantageous. Experience in financial services is also a plus.
• Exceptional verbal and written communication skills with the ability to exercise sound judgment and initiate appropriate actions.
• Highly organized with strong multitasking abilities and capacity to perform well under pressure to meet deadlines.
• Proven ability to engage professionally with senior management.
• Discretion and tact in handling confidential and sensitive information.
• Self-motivated with the ability to work independently and collaboratively within the department and across teams.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Familiarity with the business and regulatory environment impacting the banking sector is beneficial.
• Proficiency in French or Spanish is considered an asset.

Additional Information

This position requires handling sensitive matters necessitating strict confidentiality, accuracy, and independent problem-solving within defined parameters. Supportive leadership facilitates meaningful growth through development conversations and training opportunities. The role contributes to an organization devoted to community impact, competitive compensation, and a comprehensive benefits package.

Location

Toronto, Ontario, Canada (Remote Work)