Assistant Corporate Secretary

Job description

Individually we are people, but together we are Aviva. Individually these are just words, but together they are our Values – Care, Commitment, Community, and Confidence.

We are looking for a driven, hard-working, positive individual who will join our Corporate Secretary’s Office team as Assistant Corporate Secretary. They will be responsible for providing a wide range of managerial and administrative support to the Corporate Secretary within the General Counsel's Office.

Does this sound like your next role? Read on!

What you'll do:

· 
Assist the Corporate Secretary's Office with the successful coordination and execution of the Aviva Canada Board of Directors and Board Committee meetings, including attending quarterly meetings.

· 
Assist the Corporate Secretary in supervising the successful discharge of Board and Board Committee responsibilities as may be set out in Terms of Reference of the Board and Board Committees.

· 
Responsible under the direction of the Corporate Secretary for:

· 
Managing and preparing the annual meetings and material submission schedules, drafting meeting notices, agendas, work plans, minute templates and meeting minutes, board resolutions and other meeting materials, as needed.

· 
Ensuring accurate communication and liaison with Senior Management, management committees, the Executive Team, and external parties such as the external auditors for the deadlines of submission of materials, meetings and presentations.

· 
Coordinating the timely collection of meeting materials within prescribed submission deadlines, carrying out all follow-ups as required.

· 
Coordinating and uploading the meeting materials to the board portal within the prescribed timelines.

· 
Coordinate the currency and maintenance of the Corporate Secretary's SharePoint site

· 
Polling of the directors as required to achieve the necessary quorum for the convening of ad hoc or regular meetings

· 
Assist in organizing and handling of onboarding and orientation of all new Board Directors.

· 
Assist the Corporate Secretary with oversight of the signoff of transactions above management delegated authority levels, including taking transactions through all necessary Board and Group sign-offs.

· 
Successfully coordinating and working collaboratively with the Executive Assistant to the General Counsel, where required, to fulfill the above responsibilities.

· 
Assist with monitoring related risks and controls per the Aviva risk framework, including tracking all due dates for risk assessments.

· 
Work in collaboration with the Document Authority Form (DAF) team for the successful administration of the DAF signing authority processes, providing the required oversight and advice under the direction of the Corporate Secretary.

· 
Assist the Corporate Secretary with other legal and corporate secretarial functions, including:

· 
Review and supervise the monthly “tickler” reminder system to ensure the timely completion of all statutory corporate and corporate licensing filings.

· 
Management of Aviva's trademark and domain portfolio.

· 
Ensure compliance with all authorities as required by company by-laws, relevant government laws and regulations and keep abreast of all changes/amendments, as required.

· 
Responsible for adequately maintaining the Board, Board Committee and Corporate Secretariat records and documents, including the Diligent Resources.

· 
Other legal and corporate secretarial functions (including answering questions from and providing documents to various business divisions).

· 
Liaison with the Federal and Provincial licensing authorities and drafting regulatory correspondence as required.

· 
Independently run and supervise the Corporate Secretarial Office activities when the Corporate Secretary is at meetings.

· 
Assist the Legal Department with internal corporate transactions/reorganizations, responsible for preparing appropriate corporate documentation, as required.

· 
Participate in special projects and other related tasks or research activities as advised by the Corporate Secretary or General Counsel, as required.

· 
Participate in all social and volunteer activities to maintain and promote the relationship with the larger team.

· 
Liaise with and maintain excellent relationships with Board members, Senior Management, Executives and their Executive Assistants.

· 
Leads, assesses, and mentors direct report(s).

What you'll bring:

· 
Senior Law Clerk or JD or LLB from a recognized law school with a minimum of seven (7) years practical in-house or private practice experience.

· 
Significant corporate governance and corporate secretarial experience, specifically within a financial services organization will be considered an asset.

· 
Experience working with Diligent BoardBooks or similar board portal software application.

· 
Experience working with Senior Management, Executives, and Board of Directors.

· 
Knowledge of Board Governance related matters, including prior experience working with Board and Committee Terms of Reference, OSFI Corporate Governance Guidelines and the Insurance Companies Act, will be considered an asset

· 
Experience either supervising or managing at least one (1) individual will be considered an asset.

· 
Outstanding communication skills, both verbal and written.

· 
The flexibility of work hours to ensure results are met in a fast-paced environment of changing/conflicting priorities and high timeline demands.

· 
Ability to co-ordinate multiple tasks with a high level of initiative and ability to work well with minimum direction ensuring deadlines are met.

· 
Diplomacy and negotiation skills to handle potential issues/conflicts.

· 
Ability to maintain strict confidentiality, including the handling of confidential information.

· 
Ability to deal with sensitive matters and information in a discreet manner.

· 
Ability to work under pressure to meet varying deadlines, remaining calm with a sense of urgency while maintaining a positive team-driven approach.

· 
Extraordinarily organized and diligent and have excellent time-management skills.

· 
A self-starter and progressive performer who takes the initiative to complete activities.

· 
A strong collaborator and strategic problem solver who works well at all levels of the organization.

· 
Sophisticated skill with the Microsoft Office suite of products (Word, Excel, PowerPoint).

What you’ll get:

· 
Compelling rewards package including base compensation, eligibility for annual bonus, retirement savings, share plan, health benefits, personal wellness, and volunteer opportunities.

· 
Outstanding Career Development opportunities.

· 
We’ll support your professional development education.

· 
Competitive vacation package with the option to purchase 5 extra days off per year

· 
Employee driven programs focused on gender, LGBTQ+, origins, diversity and inclusion

· 
Corporate wellness programs to support our employees’ physical and mental health

· 
Hybrid flexible work model

Aviva Canada has an accommodation process in place to provide accommodations for employees with disabilities. If upon commencement of employment you require a specific accommodation because of a disability, please contact your Talent Acquisition Partner so that an appropriate accommodation can be arranged. This process applies throughout your career with Aviva Canada.