Summary

The Position

Are you ready for an opportunity to join one of the world’s largest charitable organizations?

Are you passionate about equal rights for all children and equality for girls? Can you see yourself being an integral member of a team that works towards transforming lives globally? 

Are you an experienced executive assistant who thrives in a fast-paced environment?  Do you demonstrate excellent interpersonal and communication skills?  Are you a trusted team player with a proactive, solution-focused mindset?  

This position reports to the General Counsel/Safeguarding Focal Point with a dotted-line reporting structure to the President & CEO for Assistant Board Secretary duties. The position is shared 50/50 between the Assistant Board Secretary and Executive Assistant roles.

What success looks like?

ASSISTANT BOARD SECRETARY:

• Provide administrative and executive support, including special projects, in matters related to Plan International Canada’s Board of Directors.
• Organize, coordinate and facilitate quarterly and ad hoc meetings of the Board and its Committees, including preparing meeting schedules, notices, agendas, materials, logistics and surveys.
• Maintain the Board/Committee annual workplans and manage action items.
• Prepare Board resolutions and assist in the preparation of meeting materials including briefing notes and presentations.
• Record, compose and distribute timely and accurate Board minutes, act as custodian for corporate and historical records, meeting minutes and related Board and Committee information.
• Support Board initiatives such as annual Board/Committee evaluations, Board member orientation and training, special projects.
• Maintain accurate corporate file retention and ongoing management of Board and Committee file retention on SharePoint and Board Management portal (Diligent).
• Manage corporate filings with regulators.
• Manage Diligent for maximum efficiency.
• Support Board travel logistics where required.
• Work closely with Executive Management as the Administrative Lead for 1-2 Board Committees.
• Liaise with Treasurer for approval of Board related financial and contract procurement.
• Support the Finance Department for completion and filing of CRA and audit related documentation.
• Ensure compliance with corporate governance best practices and applicable legislation/regulatory requirements.
• Lead the end-to-end project management of international Board trips (every two years), including planning, logistics, stakeholder coordination, briefing materials, risk management, and on-site support.
• Plan and manage domestic Board retreats (alternating years), including agenda development, scheduling, communications, and evaluation.

EXECUTIVE ASSISTANT, GENERAL COUNSEL AND SAFEGUARDING FOCAL POINT 

• Provide an expert level of administrative support to the General Counsel.
• Manage calendar of the General Counsel and Safeguarding Focal Point including prioritizing meetings, managing travel requests.
• Manage a range of inquiries directed to the General Counsel; delegating as appropriate and drafting responses where required. 
• Ensure projects are kept on track and completed within the agreed timeframe. Manage co-ordination, action tracking and minute taking, and development of presentation material.
• Support the legal review and financial approval of estate documentation in coordination with the Planned Giving Business Unit.
• Ensure timely processing of legal invoices.
• Complete ad hoc administrative requests including document formatting, letterhead and policy template updates.
• Act as Administrative Lead for the internal Safeguarding Committee, ensuring compliance with Global Safeguarding Standards
• Draft agendas, take minutes, and maintain the action register for the internal Safeguarding Committee.
• Maintain the annual Safeguarding incident report.
• Lead coordination of the biannual Safeguarding standards self-assessment exercise.
• Manage and track Safeguarding awareness initiatives across the organization (e.g., campaigns, training, reminders).
• Liaise with external counsel and stakeholders on behalf of the General Counsel as needed.
• Perform other duties as requested, including provision of coverage for the Executive Assistant to the CEO.

As our ideal candidate you will have:

• Minimum required level and specialty/discipline: Post-secondary degree or diploma in a relevant field of study or post-secondary education in any field of study or equivalent professional experience.
• Prior Board secretarial experience.
• Time management and organizational skills, with an orientation to detail and ability to maintain a high degree of accuracy.
• Communication and interpersonal skills with the ability to work well in a team environment and establish excellent working relationships with individuals at all levels.
• Able to handle sensitive and confidential situations with a high degree of tact, diplomacy, confidentiality and professionalism. 
• Ability to work independently with minimum supervision, prioritize projects, meet strict deadlines, and take initiative.
• Experience working with Diligent or similar Board Management software.

• Ability to maintain strict confidentiality with sensitive information.   
• Proactive problem-solving and project management skills.
• Advanced competency with Microsoft Office 365 suite and MS Teams. 
• Demonstrated writing, proofreading and editing skills.
• Ability to handle competing priorities by negotiating and managing expectations.  
• Resourceful, demonstrates initiative and ensures follow-through.
• Passion for mission driven work and personal values aligned with those of Plan International Canada’s organizational values.