Assistant Board Secretary and Executive Assistant to the General Counsel

Job title: Assistant Board Secretary and Executive Assistant to the General Counsel

Job description: What can you expect from joining a leading organization in the global movement to advance children’s rights and equality for girls?

We are one of Canada’s Most Admired Cultures and here’s why: together, we have created a climate of trust and inclusivity – where diversity in people, ideas and approaches is not only respected, it’s encouraged.

Amidst the uncertainty of COVID-19, these qualities have come to the forefront as our organization evolves to remain agile. Though we will evolve in many respects, our mission and strategic ambition will not change – and our work has never been so imperative. We will never stop believing in the multiplying power of girls and that every child deserves that right to learn, lead, decide and thrive. Our future success will be founded upon Plan International Canada’s 80+ year history of focusing on our mission, our , responding to challenges and seizing opportunities with purpose, relevance and impact.

Further information can be found at:

Summary

Organization:

Plan International Canada

Reports to:

General Counsel & Safeguarding Focal Point with a dotted-line reporting structure to the President & CEO

Location:

Toronto (Eglinton & Mount Pleasant) – Hybrid

Status:

Permanent, full-time
Contact Level: B

The Position

• Provide administrative and executive support to Board of Directors.
• Regular meetings with the President & CEO to report on all Board related tasks.
• 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, prepare communications and travel logistics
• Accurate corporate file retention and ongoing management of Board and Committee file retention on SharePoint and Board Management portal (Diligent)
• 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 to Finance Department for completion and filing of CRA and audit related documentation.

What success looks like?

• Provide an expert level of administrative support to the General Counsel.
• Calendar and travel management including prioritizing meetings, making travel requests and engaging with external parties.
• 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, 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.
• Administrative Lead for the internal Safeguarding Committee.
• 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.
• Ability to handle competing priorities by negotiating and managing expectations.

How to Apply:

To express interest in this exciting opportunity at Plan International Canada, please apply with your resume and cover letter to by July 28, 2022.

Plan International Canada is a hybrid workplace. You will work from the office and from home.

Plan International Canada hires based on merit and is strongly committed to equity and diversity within its community and to providing an inclusive workplace. Plan International Canada especially welcomes applications from Indigenous persons, persons with disabilities, visible minorities, women, persons of all sexual orientations and genders, and others with the skills and knowledge to productively engage with diverse communities.

If you have a disability that may affect your ability to perform in a role in which you are interested, we will be happy to discuss with you what adjustments or arrangements we can make to accommodate your needs. If your disability is likely to affect you adversely within the application process itself, please let us know (as soon as you feel comfortable to do so) by emailing so that we can consider any adjustments to the process that will allow you to be considered fairly for the role.

Consistent with our Safeguarding Children and Young People Policy the successful candidate must receive clearance by a police background check, including the vulnerable sector screen.

Plan International Canada requires all new hires to be fully vaccinated against COVID-19. Applicants who receive an employment offer will be required to self-declare they are fully vaccinated as a condition of employment. Plan International Canada has a duty to accommodate those who are unable to get vaccinated due to religious, medical or other protected grounds. For applicants who require an accommodation, please contact to discuss further.

Applicants must be eligible to work in Canada for the duration of the work term. Proof of eligibility will be required.

Thank you for your interest in a career at Plan International Canada!

Click Here to Apply

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