JOB PURPOSE

The Corporate Services Associate (CSA) will perform a variety of complex and confidential administrative, regulatory, and corporate secretarial duties that require a comprehensive and firm understanding of departmental, corporate secretarial and organizational practices and procedures as well as familiarity with relevant laws, regulatory guidelines, and legal processes.

The CSA will be ultimately responsible for delivering Board and Board Committee support and autonomously executing upon all aspects of the job– including managing the business and functioning of the Office of the Corporate Secretary.

The CSA will act under the direction of the AVP Corporate Services in keeping compliance with local and regional statutory and regulatory deadlines and facilitating corporate governance standards across the Group in line with best practice.

DUTIES AND RESPONSIBILITIES

• Assist in the timely and accurate preparation and/or drafting, reviewing, formatting and proofreading of template minutes, agendas, notices, resolutions, reports, correspondence and other secretarial and legal documents. 

• Update, maintain and file statutory corporate records in accordance with legal and Group standards.

• Update and maintain accurate physical and digital files, schedules, calendars and contact databases for the Department and the Massy Holdings Ltd. (MHL) Corporate Secretary.

• Provide general administrative support to the MHL Corporate Secretary as required.

• Provide general administrative and logistical support to the MHL Board as required. 

• Liaise with company executives and other important contacts.

• Assist in the management of Board and Committee meetings. Includes pre-meeting preparation, intra-meeting support and post-meeting communication to relevant departments on board approvals as necessary.

• Ensure that meeting Minutes and Round-Robin resolutions are executed by Directors in a timely manner and that the company’s minute books and/or records are maintained in pristine order.

• Ensure that electronic meeting folders and the Board Resource Centre are current within 2 days of any change.

• Research, compile, analyze and/or summarize data for Board and Committee reports.

• Support with responses to shareholder and stakeholder requests and queries. 

• Assist with the implementation of MHL Corporate Governance initiatives, training and processes.

• Assist in administering annual Board evaluations.

• Assist with the quarterly maintenance of the Group’s Legal Structure.

• Assist with the maintenance of Directors’ training schedules and ongoing education across the Group.

• Assist in preparing and filing quarterly and annual regulatory and statutory documents with respective MHL regulatory compliance bodies.

• Assist and support Director and Senior Officer compliance (internal and external).

• Support the preparation of MHL’s Annual Report and facilitation of the Annual General Meeting. 

• Perform any other general administrative activities related to the department’s operations. Includes managing incoming and outgoing mail, managing department meetings, answering telephone calls, responding to enquiries. 

• Perform any other reasonable duties as assigned in furtherance of the department’s goals and objectives. 

JOB COMPETENCIES 

• Highly detail-oriented and organized.

• Ability to think independently and problem-solve.

• Ability to multi-task and prioritize effectively.

• Ability to maintain confidentiality of all work information and material.

• Ability to work independently, exercising judgment, initiative and discretion.

• Demonstrates excellent written and oral communication skills.

• Demonstrates excellent interpersonal skills with stakeholders at all levels within and outside of the organization.

• Demonstrates knowledge of modern office methods, technologies, practices, procedures and equipment.

• Demonstrates well-developed analytical skills.

• Presents a professional, pleasant and helpful demeanour.

• Is a team player with a positive attitude, enthusiasm, motivation and respect for team members.

• Is coachable, eager to learn and empowered to meaningfully challenge.

TECHNICAL SKILLS

• Sound knowledge of secretarial, regulatory and legal administrative procedures and principles.

• Excellent organizational, filing, writing, editing and proof-reading skills are mandatory.

• Computer literacy with a detailed working knowledge of computer software programs such as Microsoft Office Word, Excel, PowerPoint and SharePoint.

QUALIFICATIONS

• A Bachelor’s Degree in Business Administration, Management, Law, or a related discipline is required.

• Consideration may be given to candidates from other disciplines, provided they demonstrate the ability to operate effectively within corporate governance, regulatory, and executive support environments.

• Corporate Governance/Legal training is an asset.

EXPERIENCE

• A minimum of five (5) years’ working experience in a company secretarial/legal department or in a law office.

• Proven experience providing direct support to Directors, Board Committees, and/or Senior Executives, including exposure to Board processes, meeting coordination, and stakeholder engagement at the executive level.