Manager, Corporate Secretarial Operations

Individually we are people, but together we are Aviva. Individually these are just words, but together they are our Values – Care, Commitment, Community, and Confidence.

We are looking for a driven, hard-working, positive individual who will join our Corporate Secretary’s Office team as Manager, Corporate Secretarial Operations. The individual will be responsible for providing a wide range of managerial and administrative support to the Corporate Secretary within the General Counsel's Office.

Come join our team!

What you'll do:

• Manage the Document Authority Form (DAF) process, including training Management on how to use DAF, maintaining the DAF SharePoint site and leading the project to make improvements to DAF.
• Develop and implement operational standards and procedures applicable to the Corporate Secretary Office to ensure, among other things, the successful coordination and execution of the Aviva Canada Board of Directors and Board Committee meetings.
• Responsible under the direction of the Corporate Secretary for:
• Preparing skeleton minutes, draft resolutions and other Board and Committee material as needed.
• Crafting and maintaining quarterly distribution emails and lists.
• Coordinating the timely collection of meeting materials within prescribed submission deadlines, carrying out all follow-ups as required.
• Organizing and uploading the meeting materials to the board portal within the prescribed timelines.
• Coordinating various meetings, including agenda and material review meetings, and regular or ad hoc meetings for Directors.
• Managing and being responsible for the coordination of catering and facility needs for quarterly Board meetings.
• Assisting in the organizing of the onboarding and orientation for all new Board Directors.
• Coordinating and working collaboratively with the Board Services Manager, where required to fulfill the above responsibilities.
• Assist the Corporate Secretary on other legal and corporate secretarial functions, including:
• Preparing and completing statutory corporate and corporate licensing filings, as required.
• Management of Aviva’s trade mark and domain portfolio.
• Maintaining the Board, Board Committee and Corporate Secretariat records, registers, and databases, including minute books and the Diligent Resource Centre, as required.
• Drafting status/progress reports for the Corporate Secretary, as may be requested from time to time.
• Assist the Legal Department with internal corporate transactions / reorganizations, with responsibility for preparing appropriate corporate documentation, as required.
• Lead or participate in special projects and any other related tasks or research activities as may be directed by the Corporate Secretary or General Counsel, as required.
• Participate in all social activities and volunteer activities to maintain and promote the relationship with the larger team.
• Maintain excellent relationships with Boar members, Management, and Executive Assistants.

What you'll bring:

• Law Clerk with a minimum of five (5) years of Corporate Governance and Corporate Secretarial experience.
• Experience working with Senior Management, Executives and Board of Directors.
• Exceptional communication skills, both verbal and written.
• Proactively determine task priorities and organize workflow accordingly.
• Ability to work independently and unsupervised.
• Flexibility of work hours to ensure results are met in a fast-paced environment of changing/conflicting priorities and high deadline demands.
• Ability to take initiative when appropriate and to respond appropriately to requests for information.
• Diplomacy and negotiation skills to manage potential issues/conflicts.
• Ability to maintain strict confidentiality, including the handling of confidential information.
• Ability to deal with sensitive matters and information in a discreet manner.
• Ability to work under pressure to meet varying deadlines, remaining calm with a sense of urgency while maintaining a positive team-driven approach.
• Exceptionally organized and diligent and excellent time-management skills.
• A self-starter and progressive performer who takes the initiative to complete activities.
• A strong collaborator and strategic problem solver who works well at all levels of the organization.
• Intermediate to advanced level skill with Microsoft Office suite of products (Word, Excel, PowerPoint).
• Experience working with Diligent BoardBooks or similar a board portal software application.

What you’ll get:

• Compelling rewards package including base compensation, eligibility for annual bonus, retirement savings, share plan, health benefits, personal wellness, and volunteer opportunities.
• Outstanding Career Development opportunities.
• We’ll support your professional development education.
• Competitive vacation package with the option to purchase 5 extra days off per year
• Employee driven programs focused on gender, LGBTQ+, origins, diversity and inclusion
• Corporate wellness programs to support our employees’ physical and mental health
• Hybrid flexible work model

Aviva Canada has an accommodation process in place to provide accommodations for employees with disabilities. If upon commencement of employment you require a specific accommodation because of a disability, please contact your Talent Acquisition Partner so that an appropriate accommodation can be arranged. This process applies throughout your career with Aviva Canada.