- Prepare and oversee the work of the Board of Directors, its committees and other bodies as determined from time to time, including planning and organizing meetings, preparing and distributing materials, and drafting agendas, minutes, resolutions, and other corporate secretariat documents
- Monitor follow-up actions and collaborate on implementing decisions made at Board meetings, ensuring that documents and registers are kept up to date
- Ensure the organization’s compliance and accountability (development and implementation of policies, procedures and tools; corporate status of the organization)
- Oversee the retention of minute books, archives and all other legal documents related to the organization while ensuring their integrity and compliance
- Draft, update and ensure adherence to the organization’s various policies, procedures and programs, in collaboration with multiple teams
- Manage the collection and maintenance of conflict of interest declarations from directors, officers, employees, faculty and students
- Ensure the organization’s compliance with its legislative, regulatory and contractual obligations, as well as with internal policies and procedures
- Anticipate risks of non-compliance and propose solutions to mitigate them
- Act as a strategic advisor to senior management and internal teams on governance and compliance matters
- Supervise the Coordinator, Legal and Corporate Affairs, in the performance of administrative and clerical duties; establish clear and structured work priorities with them; and ensure ongoing skills development and continuous improvement of practices
- Serve as the organization’s Privacy and Personal Information Officer; ensure the policies are updated and applied and that legislative and regulatory requirements as well as internal policies are met; and provide advisory support to teams by issuing appropriate opinions and recommendations
- Play an influential and operational management role within the Legal and Corporate Affairs team
- Actively participate in the development of the annual action plan for the Legal and Corporate Affairs team.
Requirements
- Be a member of the Barreau du Québec or the Chambre des notaires
- Have a minimum of 5 years’ experience as a professional member of one of these two qualified orders
- High integrity and professional ethics
- Demonstrate judgment and show great attention to detail and rigor
- Possess excellent communication skills and be able to communicate effectively with senior management and members of the Board of Directors
- The following will be considered an asset: knowledge in one or more of the following areas:
- Corporate secretariat and governance for non-profit organizations or research institutions
- Organizations funded by government grants
- Compliance
- Be comfortable working within a complex organization involving multiple stakeholders, and be comfortable with ambiguity
- Ability to manage multiple complex priorities under tight deadlines
- Be bilingual in French and English due to interactions with some of our partners, stakeholders, or members of our English-speaking academic community.
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