Assistant Corporate Secretary | Vancouver | In-Office
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 manage board and committee processes, maintain corporate records across multiple entities and prepare first drafts of minutes and resolutions. It’s an ideal fit for a seasoned corporate secretarial professional or paralegal who drafts with precision and handles board-level matters with discretion.
Duties & Responsibilities:
- Manage board and committee meetings from start to finish, including scheduling, agendas, materials, logistics and action-item follow-up
- Prepare first drafts of minutes, resolutions and written consents for the Corporate Secretary’s review
- Oversee quality control of meeting materials, including version control and approvals
- Keep governance calendars, annual workplans and action logs up to date
- Maintain 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
- Conduct first-pass reviews and mark-ups of governance documents, escalating issues as needed
- Track obligations, approvals and delegations of authority under key governance agreements, and maintain related reference materials
- Create and update standard governance templates, including minutes, resolutions, certificates, incumbency certificates and signing authorities
- Administer the board portal, including meeting books, content uploads and user access
- Ensure document handling meets confidentiality and retention standards
- Recommend practical improvements to governance processes and templates
What We’re Looking For
- 5+ years of experience in a corporate secretarial, governance, paralegal or legal executive assistant role supporting a board of directors
- Paralegal diploma or legal administration training preferred; equivalent experience considered
- Proven experience drafting minutes and resolutions and maintaining corporate records
- Public company, board or multi-entity governance experience is an asset; mining, resources or industrial sector exposure is a plus
- Sound judgment and discretion with confidential, board-level information
- Highly organized, with reliable follow-through across multiple deadlines
Compensation & Benefits
- 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
