Assistant Corporate Secretary and Department Administrator (6 Month Contract)
Elexicon Energy Inc.
Date: 11 hours ago
City: Ajax, Ontario
Contract type: Contractor
Elexicon Energy is the fourth-largest municipally owned electricity distributor in Ontario. Our mission is to provide our customers with reliable, affordable energy services and to continuously improve to meet their needs, while ensuring the needs of our shareholders are met through sustainable growth.
WHY JOIN OUR TEAM?
At Elexicon Energy we believe in living and leading our values through our daily actions. Our people are passionate about what they do and are engaged in day-to-day operations, projects and initiatives to support Our Why of empowering the communities we serve and helping customers create the possibilities that energize their future. This is an exciting time to join our growing team as we develop the strategies and plans to support a new brand and vision for customer centricity and operational excellence!
Reports to our General Counsel & Corporate Secretary and is responsible for preparing and coordinating materials for the Board of Directors, including meetings, planning, preparation, travel arrangements, catering, drafting resolutions, meeting minutes, agendas, and other Board documents. This role also involves communicating directly with the Executive Leadership Team and Board of Directors and supports all aspects of Board operations (e.g. calendar & record management, preparing agendas, etc.), following policy and procedures within the governance framework of Elexicon Energy. The role is within a small team and requires an individual who has a strong attention to detail, can work both independently and with others, and has high proficiency in Microsoft Office, Teams, Adobe, and SharePoint.
Duties And Responsibilities
Corporate Governance
Elexicon Energy embraces and celebrates our collective diversity. We are committed to fostering an inclusive, diverse and equitable workplace built on respect, support and collaboration.
Elexicon Energy is an equal opportunity employer. We value an inclusive and supportive workplace which truly reflects the diversity of the communities we serve. We welcome all individuals to apply and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, disability, age, Indigenous/Métis status, or other legally protected status.
In accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act, 2005, accommodation is available upon request at any point during the recruitment process. If you require accommodation please email us at [email protected] and we will work to meet your needs.
We thank all applicants; however, only those to be considered will be contacted.
WHY JOIN OUR TEAM?
At Elexicon Energy we believe in living and leading our values through our daily actions. Our people are passionate about what they do and are engaged in day-to-day operations, projects and initiatives to support Our Why of empowering the communities we serve and helping customers create the possibilities that energize their future. This is an exciting time to join our growing team as we develop the strategies and plans to support a new brand and vision for customer centricity and operational excellence!
Reports to our General Counsel & Corporate Secretary and is responsible for preparing and coordinating materials for the Board of Directors, including meetings, planning, preparation, travel arrangements, catering, drafting resolutions, meeting minutes, agendas, and other Board documents. This role also involves communicating directly with the Executive Leadership Team and Board of Directors and supports all aspects of Board operations (e.g. calendar & record management, preparing agendas, etc.), following policy and procedures within the governance framework of Elexicon Energy. The role is within a small team and requires an individual who has a strong attention to detail, can work both independently and with others, and has high proficiency in Microsoft Office, Teams, Adobe, and SharePoint.
Duties And Responsibilities
Corporate Governance
- Coordinates schedules all Board, Committee and Shareholder meetings (both in-person and virtual).
- Coordinates the assembly of meeting agenda materials for review and distribution, as assigned.
- Attends board committee meetings and prepares meeting minutes for review and distribution, as assigned.
- Advises appropriate members of leadership of upcoming Board and Committee meeting dates to ensure the required materials are submitted within the required timeline.
- Tracks action items, updates work plans, and follows up with appropriate members for completion.
- Communicates with various internal areas and promotes awareness of, and adherence to, established Board governance policies and procedures.
- Maintains records of outstanding and pending action items related to board and board committee activities and assists in expediting completion.
- Arranges for meeting catering services as required.
- Reviews Board governance policies, procedures, and best practices on an ongoing basis, ensuring efficient administration and governance of Board operations.
- Assists with the maintenance of corporate records and minute books for Elexicon Energy and its business subsidiaries.
- Assists in coordinating the Director on-boarding process including coordination of orientation sessions, payroll set up, registration for D&O insurance coverage, etc.
- Assists in maintaining director attendance records and prepares monthly director payroll reports.
- Supports the planning and executing of the Annual Report and Annual General Meeting.
- Efficiently managing all day-to-day administrative matters for the General Counsel and Corporate Secretary, and respective team members as required.
- Managing the Executive’s email and calendar while ensuring their schedule is followed and respected and that they are well informed of upcoming commitments and responsibilities.
- Performs Board and department-related accounting duties including preparation and tracking of internal requisitions, invoice processing using the current DocLink system, credit card reconciliations, work order set up and budget reporting.
- Schedules meetings, appointments and makes travel arrangements as required.
- Carries out other duties and special projects as assigned.
- A strong ethic of maintaining confidentiality in all matters related to board and organizational functions. and in accordance with Elexicon’s Privacy Policy.
- Accurate and detail-oriented with excellent organizational and prioritizing skills, including the experience to coordinate large volumes of materials and work to meet concurrent and/or conflicting deadlines.
- Strong communication, relationship-building and problem-solving abilities.
- Ability to work independently and proven ability to manage multiple tasks and projects simultaneously while under pressure to ensure deliverable are met.
- Excellent written and verbal communication skills.
- Available to work outside of standard work hours as required (week leading up to Board meetings, or significant Board events).
- Flexibility to be able to perform additional duties as required.
- Flexibility and ability to recognize and identify constantly shifting priorities and deadlines.
- Offer insights to improve governance procedures.
- Keen ability to build relationships with internal and external stakeholders, Board of Directors, Municipal Shareholders, Mayors, City Councilors, prominent community leaders and all levels of municipal and local governments. Proficient in Microsoft Office applications: Word, Excel, Outlook, PowerPoint, and Teams. Experience using Diligent Boards (or similar Board Portal software) is an asset.
- Law Clerk and/or equivalent degree/diploma.
- Minimum of 3 years of related work experience.
Elexicon Energy embraces and celebrates our collective diversity. We are committed to fostering an inclusive, diverse and equitable workplace built on respect, support and collaboration.
Elexicon Energy is an equal opportunity employer. We value an inclusive and supportive workplace which truly reflects the diversity of the communities we serve. We welcome all individuals to apply and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, disability, age, Indigenous/Métis status, or other legally protected status.
In accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act, 2005, accommodation is available upon request at any point during the recruitment process. If you require accommodation please email us at [email protected] and we will work to meet your needs.
We thank all applicants; however, only those to be considered will be contacted.
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