Corporate Records and Governance Specialist

THE OPPORTUNITY:

Arbutus Search Group has partnered with a leading real estate development company recognized as one of BC’s Top Employers. They are seeking a Corporate Records and Governance Specialist to join their dedicated team committed to creating sustainable and inclusive communities. This role will be responsible for managing and maintaining a growing portfolio of entities across multiple lines of business.

PERKS:

• Comprehensive benefits plan.
• Health and wellness programs.

YOUR DAY-TO-DAY:

• Governance and Meeting Support:
  • Managing governance-related tasks, including meeting coordination, documentation, and support for committees and boards.
  • Organizing and maintaining the Corporate Governance calendar, handling scheduling, invitations, and catering arrangements.
  • Uploading and managing board documentation in the Board Portal (DiliTrust).
  • Providing administrative support to the Corporate Secretary and Board Chair.
• Director and Committee Administration:
  • Keeping director and committee contact lists updated.
  • Facilitating director onboarding and offboarding processes.
• Investor Portal Management:
  • Updating pension plan administrators and advisors in the Investor Portal.
  • Acting as the subject matter expert for the secure investor portal (Digify), assisting pension plan investors and advisors with access and navigation.
• Corporate Records Management:
  • Serving as the custodian of the corporate database (ALF software) for 220+ entities and maintaining virtual minute books.
  • Coordinating annual maintenance activities with agents across multiple provinces (ex. BC, Alberta, Manitoba, Ontario).
  • Overseeing annual maintenance, legal filings, and regulatory compliance for over 50 registered office entities.
  • Preparing and circulating annual consent resolutions for signature.
• Documentation and Process Support:
  • Assisting in the preparation of governance and corporate documents, including resolutions, meeting minutes, cash call documents, and unit/share certificates.

REQUIRED QUALIFICATIONS:

• 3+ years of experience in a similar role.
• Strong understanding of governance best practices.
• Excellent interpersonal and networking skills, with strong written and verbal communication abilities.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and Excel.
• Exceptional organizational skills and keen attention to detail.
• Strong analytical, systems, and critical thinking skills, with a strategic and solution-oriented mindset.
• Proactive and adaptable, with the ability to anticipate needs, manage shifting priorities, work under pressure, and handle confidential matters with discretion.
• Proven ability to work independently and take initiative.
• Experience supporting Boards of Directors and committees.
• Familiarity with Alf, Digify, and DiliTrust is an asset.

COMPENSATION:

• $65,000.00 – $73,000.00, annually.