THE OPPORTUNITY: Arbutus Search Group has partnered with a leading real estate development company recognized as one of BCs 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.
Job Title
CORPORATE RECORDS AND GOVERNANCE SPECIALIST