Senior Manager, Board Services

Scotiabank • Toronto, ON

4d • Hybrid

About The Position

The position contributes to the overall success of the Corporate Secretary’s Department/Legal and Corporate Affairs/Corporate/Canada ensuring specific individual goals, plans, initiatives are executed/delivered in support of the Board Services Team’s strategies and objectives. Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures.

Requirements

• Minimum of 7 years’ experience as a corporate law clerk and/or board administration or similar experience in a legal, regulatory or corporate secretarial function of a public company.
• Knowledge of the business and regulatory environment in which the Bank operates. Ability to apply working knowledge of the Bank Act (Canada) and securities legislation.
• Excellent verbal communications, writing and editing skills. Ability to use judgment in anticipating and initiating appropriate action along with the ability to analyze situation/issues and recommend change.
• Strong interpersonal and diplomacy skills and the confidence and professionalism required to deal with senior and executive level officers as well as board members.
• Strong organizational, time management and priority setting skills in order to meet tight deadlines and produce a quality product. Self-motivated with the ability to work independently with moderate direction and a strong service attitude.
• Excellent technical skills and experience managing and maintaining databases (i.e. EnGlobe corporate entity database and Diligent Board Books). Excellent knowledge of Windows, MS Office products (Word, Excel, Power Point), and Adobe Acrobat.
• detail-oriented, analytical, strong organizational and time management skills, flexible and able to adjust to changing work demands.
• self-motivated, efficient and reliable.
• ability to exercise discretion with highly sensitive information is particularly important.
• flexibility to accommodate a heavy and varied workload - overtime will be required primarily around Board/Committee meetings, the annual meeting and out-of-town/country Board meetings – flexibility to work remotely when required and/or necessary.
• communication - essential to have excellent written and verbal skills.
• team player – must be able to easily interact, collaborate and take instruction from various individuals including peers.

Nice To Haves

• Institute of Law Clerks Certificate or post-secondary Diploma in Legal Administration would be an asset.
• Financial services experience would be an asset.

Responsibilities

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Provides a variety of complex and routine administrative and corporate secretarial support for the Bank’s Board and Committee meetings by coordinating and securing reports from executive management according to agenda requirements, researching and preparing draft documentation, including notices, agendas, scripts, routine resolutions, skeleton and draft minutes of meetings, correspondence and other information, in a thoughtful, organized and timely manner while ensuring a high level of accuracy is maintained at all times. This includes daily and ad hoc communications to the Board and executive management and regular and direct interaction with executive management across all business lines, the external auditors and directors.
• Assists in the production and distribution of advance meeting packages and other material for the directors, executives and external auditors, to ensure complete packages and appropriate and timely distribution of materials. This includes ongoing administrative support for the Bank’s Board portal, responsibility for the organization of all electronic Board meeting submissions, updating access rights and maintaining all paper-based records and electronic files related to the Board and Committees.
• Provides meeting day support to the Director, Board Services and Assistant Corporate Secretary and the Vice President, Bank Governance and Corporate Secretary, as required, which may require out-of-town/province or out-of-country travel. Supervises and participates in pre and post meeting support activities.
• Supervises the processing of all documents received for execution under the Bank’s corporate seal, coordinates execution of international documentation with law clerks/legal counsel and attends to certification requirements as necessary. Oversees the permanent safekeeping of Bank and Department records held in three vaults and with Archives.
• Ensures all minute books are up to date and accurate, including organizing all attachments to the minutes and arranging for signature. Coordinates minute book reviews/examinations conducted by internal and external auditors and regulators (i.e. OSFI, OSC and CRA primarily), information requests for corporation information and records, and due diligence exams consulting with legal counsel, as necessary. Responsible for researching and coordinating paper and electronic document submissions to regulators and auditors.
• Provides research assistance on special projects. Researches, prepares, and recommends revisions to precedents and technical procedure checklists and identifies and recommends process improvements to enhance productivity and operational efficiency. Cross-trains and learns other responsibilities within the team and provides assistance.
• Leads or assists in projects of the Corporate Governance Office. This includes back-up support for initial and ongoing assessments of responsible persons of the Bank under OSFI E-17 Guideline, carrying out activities related to the onboarding and off-boarding of Board members, annual self-assessments on compliance with the duties and responsibilities of the Board and its committees as set out in the respective committee charters, Corporate Governance Policies and Board Mandate, and distribution of directors’ annual corporate governance questionnaire and collation of questionnaire responses.
• Ensures the Board of Directors and corporate governance-related information on the Bank’s website is up-to-date.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively 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.
• Champions a high performance environment and contributes to an inclusive work environment.

Benefits

• The opportunity to join a forward-thinking bank surrounded by a collaborative team of innovative thinkers.
• A rewarding career path with diverse opportunities for professional development.
• Internal development to support your growth and enhance your skills.
• An organization committed to making a difference in our communities– for you and our customers.
• We have an inclusive and collaborative working environment that encourages creativity, curiosity, and celebrates success!

What This Job Offers

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