Executive Assistant and Corporate Secretary

Key Responsibilities

• Maintain corporate records, including articles, bylaws, registers of directors and officers, and governance policies;
• Maintain property records, including ownership, titles, deeds, and lease agreements;
• Ensure compliance with applicable federal and provincial legislation, including not-for-profit and charitable regulations;
• Coordinate statutory filings, annual returns, and corporate renewals;
• Support the development, review, and maintenance of governance policies and procedures;
• Monitor governance best practices and recommend improvements;
• Ensure policies and decisions are properly documented and accessible;
• Maintain a database of corporate and property records;
• Maintain a database of Jesuits’ pension and personal tax information;
• Ensure effective document retention and archiving practices;
• Plan, coordinate, and attend board and committee meetings, including the preparation of agendas, briefing materials, and resolutions;
• Record, maintain, and securely store accurate minutes and official decisions;
• Provide administrative support for special governance projects and initiatives;
• Liaise with external legal counsel as required;
• Liaise with the local superiors of communities and directors of apostolic works;
• Work respectfully and effectively within the culture and mission of the Society of Jesus.

Qualifications and Attributes

• Diploma or certificate in governance, business administration, or a related field (or equivalent experience);
• Minimum of 5 years of relevant experience in a governance, legal and compliance, executive assistant or corporate secretary role, preferably in the nonprofit or charitable sector;
• Strong knowledge of Canadian not-for-profit governance and regulatory requirements;
• Experience working with boards of directors and senior leadership;
• Experience in a faith-based or mission-driven organization (an asset);
• Excellent organizational and documentation skills with strong attention to detail;
• Experience in the use of Salesforce (an asset);
• High level of discretion, integrity, and professionalism;
• Strong written and verbal communication skills;
• Ability to manage multiple priorities and deadlines;
• Sound judgment and ability to interpret and apply governance frameworks;
• Collaborative spirit and excellent interpersonal skills;
• Understanding of, and commitment to, the mission of the Catholic Church and the Society of Jesus;
• Fluency in French and English, both spoken and written.