The Corporation Secretary Administrative Support provides comprehensive administrative, coordination, and logistical support to the General Counsel/Corporation Secretary and Legal Counsels. The role ensures the smooth functioning of the Office, including the timely preparation and submission of Board papers. The incumbent works closely with the Office of the President and the Board of Directors and undertakes support research as required. Key Duties and Responsibilities: Complete a broad variety of administrative tasks for the Board and General Counsel, including managing an active calendar of appointments, completing expense reports, composing and preparing correspondence, arranging complex travel plans, itineraries, and agendas, and compiling documents in preparation for events and Board meetings. Upon request, communicate directly and on behalf of the General Counsel with board members, staff, and other stakeholders. Maintain discretion and confidentiality in relationships with all board members. Support the Communications unit with the development and implementation of board-related events. Organize board meetings virtually and overseas, coordinating logistics, collecting and preparing board materials, and assisting board members with travel arrangements, accommodation, and other needs. Provide executive-level support in planning, directing, managing, and coordinating activities of the board by maintaining the calendar schedule through planning and coordinating meetings, conferences, and teleconferences. Manage the Legal Unit and Board Secretariat budget, including reconciliation, invoice tracking, and legal billing spend management. Adhere to compliance with applicable rules and regulations set in bylaws, Committee terms of reference, and organization policies regarding board and board committee matters. Proactively work with the team, management, and board members to ensure daily needs are met proactively. In collaboration with the General Counsel, administer and update the board information portal (Diligent) to ensure transparency of board policies, activities, and decisions. Coordinate orientation for new board members and ongoing education for all board members to help them understand their roles and responsibilities. Provide a bridge for smooth communication and collaboration within and between the Legal Unit, President’s office, and internal departments, maintaining credibility, trust, and support. Plan and coordinate internal and external meetings of the Legal Unit. Create and manage the board calendar and applicable board reports with attention to accuracy and timeliness. Manage internal and external correspondence and inquiries relating to the board and General Counsel, including confidential and sensitive documentation. Maintain the Board’s roster and organize periodic engagements for the Board. Participate in Board event preparation meetings and propose improvements if necessary. Supervise current Board events and coordinate all team members to keep workflow on track. Manage Board events paperwork by ensuring all necessary materials are current, properly filed, stored, and shared with Board members on time. Evaluate potential problems and technical hitches and develop solutions as needed. Direct project correspondences by preparing and reviewing talking points, briefing notes, memos, meeting minutes, and emails. Ensure board members’ expense claims are promptly approved, verified, and submitted for processing. Ensure timely processing of board members’ honorariums. Organizes documents of the Legal Unit for easy retrieval and reference. Maintain up-to-date information in the database for efficient document management. Support with record-keeping endeavours of the Legal Unit for soft copy records, as needed. Key Qualifications and Experience Required: Bachelor’s degree from a recognized university. Experience working effectively and sensitively across barriers such as language, culture, and distance. Organization and planning abilities. Experience working in environments where strict confidentiality is paramount. Skilled in providing comprehensive administrative support to executive leadership, including effective schedule management, correspondence preparation, maintaining organized documentation for easy retrieval, and fostering strong stakeholder relationships through effective communication strategies to enhance operational efficiency. Demonstrated ability to organize and manage events, ensuring seamless execution through effective logistics coordination, material preparation, and travel facilitation for both virtual and in-person meetings. Exhibits strong budget management and reporting skills by performing reconciliations, tracking invoices, and overseeing financial processes to ensure accountability and compliance within the Legal Unit and Board Secretariat. Demonstrates a strong understanding of bylaws and regulations governing board activities, providing executive-level support to uphold and maintain governance standards. Exemplifies the ability to build and maintain positive, productive working relationships by communicating clearly, listening actively, showing empathy, and adapting communication style to different audiences.
