Director, Board Services & Assistant Corporate Secretary

Scotiabank • Toronto, ON

6d • Onsite

About The Position

Contributes to the overall success of the Corporate Secretary’s Department in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures. In this role, the incumbent will lead and drive a customer-focused culture, manage the corporate secretarial support function for the Bank’s Board of Directors and the Human Capital and Compensation Committee, partner on the processing of all documents received for execution under the Bank’s corporate seal, oversee maintenance of electronic and paper-based records, critically review and collate documentation for submission to regulators and auditors, understand the Bank’s risk appetite and risk culture, create an environment for effective and efficient operations, and build a high-performance environment by implementing a people strategy that attracts, retains, develops and motivates their team.

Requirements

• The applicant must have at least 10 years of related corporate experience.
• A law clerk certificate/degree is required.
• The applicant must be able to communicate well orally and in writing and possess the confidence and professionalism required to deal with senior and executive level officers as well as board members.
• The applicant must be able to work with changing priorities and strict time frames and should also be self-motivated, able to work independently with moderate direction and be capable of managing conflicting priorities and bringing forward issues as appropriate.
• The applicant must possess excellent technical skills and have experience managing and maintaining databases (i.e. Diligent Boards and EnGlobe). In addition, excellent Word, Excel, Power Point, Adobe are required.
• initiative and research skills
• efficient – must juggle a variety of assignments within tight time constraints
• organized and accurate - manage volumes and workload
• discretion - when handling confidential information and requests for same
• accurate and thorough - work produced is for the view of directors, executive and senior officers and regulatory bodies and every precaution must be taken to avoid errors and omissions and to communicate effectively and correctly
• communication - essential to have excellent written and verbal skills
• team player – must be able to easily interact and take instruction from various individuals including peers.

Nice To Haves

• Periodic domestic and/or international travel is required.

Responsibilities

• Leads and drives a customer-focused culture throughout their team to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Managing the corporate secretarial support function to the Bank’s Board of Directors and the Human Capital and Compensation Committee of the Board of Directors by: researching and preparing draft documentation, including the minutes for meetings, correspondence related to the meetings, including confidential letters, memoranda, regulatory notices, agendas, scripts, resolutions and other information in a thoughtful, organized, professional and timely manner with a very high level of accuracy. Approving all attachments to the minutes, managing the maintenance of the minute book/resolution/meeting files, following detailed and established policies and procedures.
• Manages functional support to the Bank’s Board of Directors and the Human Capital and Compensation Committee of the Board of Directors by: Partners on the organization, review, assembly and delivery of meeting materials to directors and officers and tracks meeting attendance and waivers. Assists in meeting room set-up and post meeting activities.
• Partners on the processing of all documents received for execution under the Bank’s corporate seal. Leads preparation of powers of attorney, incumbency certificates, certified copies of Board resolutions and updating certificates that accompany documents signed over the corporate seal. Leads execution of international documentation with law clerks/legal counsel and attends to certification requirements as necessary (i.e. Province of Ontario Management Board, OSFI and consularization).
• Oversees maintenance of electronic and paper-based records for documentation held in safekeeping/vaults and files. Oversees the filing of meeting agenda material and correspondence. Responds to information requests and regulatory reviews concerning specific documentation.
• Critically reviews and collates documentation for submission to regulators and auditors in electronic or paper format.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Creates an environment in which his/her team pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.
• Builds a high performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment and using a coaching mindset and behaviours; communicating vision/values/business strategy; and, managing succession and development planning for the team.

Benefits

• A competitive compensation and comprehensive benefits plan.
• You can expect to be recognized and rewarded for high-performance; you will be supported by leadership through meaningful development conversations that enable faster advancement and internal training to support your growth and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Education Level: Associate degree