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 logisticsPrepare accurate, timely first drafts of minutes, resolutions and written consents for the Corporate Secretary’s reviewTrack decisions and action items from board and committee meetings, and follow through with management to completionOversee quality control of meeting materials, including version control and approvalsKeep governance calendars, annual workplans and action logs up to dateServe as a responsive point of contact for directors, committee chairs and senior executivesMaintain complete, audit-ready minute books and corporate records for a group of entities, including director and officer registers and corporate authorizationsBuild and maintain a well-organized governance filing system with solid version control and retention practicesSupport routine corporate and regulatory filings in coordination with external counsel and internal teamsPrepare signing packages and execution versions, and manage executed documentsCoordinate notarizations,



international document authentication and other execution requirements with signatories and outside providersAdminister the board portal, including meeting books, content uploads and user accessTrack obligations, approvals and delegations of authority under key governance agreements, escalating legal interpretation questions to internal or external counselCreate and update standard governance templates, including minutes, resolutions, certificates, incumbency certificates and signing authoritiesRecommend practical improvements to governance processes and templates as they continue to matureWhat We’re Looking For3-7 years of experience in a corporate secretarial, governance, paralegal or legal executive assistant roleDirect experience working with senior executives, board members and board committees is a mustProven experience drafting minutes and resolutions and maintaining corporate records and minute booksParalegal diploma or legal administration training preferred; equivalent experience consideredExceptionally organized, with reliable follow-through and the ability to manage multiple concurrent priorities in a fast-paced environmentSound judgment and discretion with confidential, board-level informationComfortable in a growing, evolving organization where processes are still taking shapePublic company, board or multi-entity governance experience is an asset; mining, resources or industrial sector exposure is a plusSpanish language skills are an assetSalary range: $110,000-$140,000+, based on experienceShort-term incentive planExtended health, dental and vision coverageRRSP programFull-time, in office five days a weekOccasional early or late meetings to accommodate board schedules across time zones#J-18808-Ljbffr

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