Our client is a provincially mandated organization that oversees a large-scale recycling and environmental services program. The organization works with industry, business partners, and stakeholders across the province to ensure the effective administration and delivery of its programs. They are seeking a Board Secretary for a contract position based in Edmonton.

This position operates in a flexible work arrangement as a combination of remote and in-office work. Staff are expected to be in office for staff and team meetings, and as requested.

Reporting to the Director Finance & Administration, they also work closely with the President & CEO, and the Board of Directors to achieve the organizational goals. This position coordinates and administers activities related to the Board of Directors, President & CEO, and Stakeholders, including Board and industry committees.

Key responsibilities include Board administration, governance oversight and management, event planning, and will be required to interpret policies, prepare presentations, and conduct research on specified topics.

Key Responsibilities:

SUPPORT TO PRESIDENT & CEO:

• Provide daily assistance to the President & CEO.
• Provide support by preparing briefing notes, drafting/coordinating bylaw/policy amendments, organizing and disseminating information, and tracking data.
• Schedule meetings as requested.
• Attend meetings and complete meeting minutes as requested.
• Maintain calendar, deadlines, action items, and workflow.
• Coordinate Senior Management and Management meetings and prepare agendas.
• Chair staff meetings alongside the Management team.
• Other requests as needed.

BOARD, COMMITTEE AND INDUSTRY SUPPORT:

• Board Governance Manual (Board policies and procedures): review, maintain, and bring forward recommendations to establish better governance as required.
• Administer Board governance on behalf of the President & CEO and report findings to the President & CEO on a regular basis: maintenance of Director Code of Conduct and Conflict of Interest acknowledgements, Board and Committee evaluations, Board orientation materials, Director attendance tracking, Director Skills Matrix, Director Education lists, etc.
• Manage Director terms: track status of Director terms on the Board, updating Committee and Board regularly.
• In the event of vacancies, work with the President & CEO and Board Chair to issue requests for nomination letters and communicate with nominating stakeholders.
• Prepare and coordinate briefing notes, reports and research on topics for submission and presentation to the Board of Directors, committees, and stakeholders & schedule, coordinate and attend Board and Committee meetings (internal and external committee meetings).
• Preparation of Board and Committee meeting materials, including agendas, information packages, meeting minutes and meeting summary reports to stakeholders.
• Work with and maintain confidential materials as required.
• Organization of industry events including Annual General Meeting, Business Planning Session, multi-day Strategic Planning Session, industry Joint Board Meeting and other events as required.
• Arrange Board Dinners, accommodations, and travel as requested.
• Training of new staff and cross training as required.
• Act as a representative of the organization at external events.
• Provide administrative support for major regulatory activities such as rate setting (Handling Commission Review) and board recruitment.
• Communication and workflow coordination with stakeholders, legal counsel and Government of Alberta as required.

OFFICE AND PROJECT SUPPORT:

• Participate on internal and industry-wide working committees as required.
• Draft or review Standard Operating Procedures (SOPs).
• Work with the Administrative Team to manage the coordination and support of events and conferences.
• Respond to telephone or email inquiries, field calls, and take messages and delegate follow-up as required.

Key Qualifications:

• Must have 3+ years of relevant experience in providing governance and administrative support to senior management.
• Minimum of a post-secondary diploma from an accredited university or community College. An equivalent combination of education and relevant work experience may be considered.
• Experience with non-profits, boards, and communicating with multiple stakeholder groups.
• Understanding of by-law and regulatory policy development.
• Computer proficiency, with working knowledge of Microsoft Office (Word, Excel, Access, Outlook, and PowerPoint) and Internet web browser.
• Experience managing virtual meeting platforms.
• Excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to work with minimal or no supervision and in a decisive manner.
• Ability to work proactively and within deadlines.
• Self-motivated, with the ability to work in a team environment.
• Maintaining records and dissemination of information appropriately.
• Occasional travel is required (Valid Class 5 Operators License and reliable vehicle).

We thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.

Lotus Group provides Elevated Search, Recruitment and Human Resource services across Canada. With established client and talent networks spanning coast to coast, we know that employees are the power that fuel excellent organizations. Lotus group is dedicated to being Canada's most trusted provider of Elevated People Solutions.

For more information, visit www.lotus-group.ca.