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 be hands-on with board and committee support, drafting minutes and resolutions, and managing corporate records across multiple entities. This is a growing organization whose governance processes are still maturing, which makes it an ideal fit for a corporate secretarial professional or paralegal with a solid governance foundation who wants to grow into a broader role over time.

Duties & Responsibilities:

- Manage board and committee meetings from start to finish, including scheduling, agendas, materials and logistics
- Prepare accurate, timely first drafts of minutes, resolutions and written consents for the Corporate Secretary’s review
- Track decisions and action items from board and committee meetings, and follow through with management to completion
- Oversee quality control of meeting materials, including version control and approvals
- Keep governance calendars, annual workplans and action logs up to date
- Serve as a responsive point of contact for directors, committee chairs and senior executives
- Maintain complete, audit-ready 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
- Administer the board portal, including meeting books, content uploads and user access
- Track obligations, approvals and delegations of authority under key governance agreements, escalating legal interpretation questions to internal or external counsel
- Create and update standard governance templates, including minutes, resolutions, certificates, incumbency certificates and signing authorities
- Recommend practical improvements to governance processes and templates as they continue to mature

What We’re Looking For

- 3-7 years of experience in a corporate secretarial, governance, paralegal or legal executive assistant role
- Direct experience working with senior executives, board members and board committees is a must
- Proven experience drafting minutes and resolutions and maintaining corporate records and minute books
- Paralegal diploma or legal administration training preferred; equivalent experience considered
- Exceptionally organized, with reliable follow-through and the ability to manage multiple concurrent priorities in a quick-paced environment
- Sound judgment and discretion with confidential, board-level information
- Comfortable in a growing, evolving organization where processes are still taking shape
- Public company, board or multi-entity governance experience is an asset; mining, resources or industrial sector exposure is a plus
- Spanish language skills are an asset
- 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

📌 Assistant Corporate Secretary (Vancouver)
🏢 Smith Search
📍 Vancouver