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 skilled 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 fast-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

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📌 Assistant Corporate Secretary (British Columbia)
🏢 Smith Search
📍 British Columbia