Executive Assistant and Corporate Secretary

Executive Administration:

• Prepares, formats and edits correspondence, documents, notes, and presentations.
• Arranges meals, travel and accommodation.
• Assists with the management of calendars and meetings.
• Assists with the management, approval and submission of invoices and expenses.
• Other administrative matters as required.

Corporate Administration:

• Prepares, maintains and oversees the storage of corporate resolutions, minutes, officer and shareholder registries and other corporate records.
• Prepares and distributes Board materials and coordinates Board meetings and other Board matters.
• Manages database of supplier contracts.
• Prepares and renews corporate applications, forms and government filings, including, but not limited to, liquor license applications, intellectual property and trademarks filings, business name applications and renewal forms and Stats Canada filings.

Shareholder Matters:

• Coordinates shareholder communications and meetings.
• Liaises with shareholders’ accountants, legal counsel, bankers, and consultants.
• Manages shareholder dividend and other paperwork.

Finance Administration:

• Provide administrative support to the FD.
• Prepares and distributes quarterly sub-certification letters.
• Distributes reports.
• Prepares and emails “proof of insurance” requests.
• Assists in compiling and completing annual insurance renewal applications and backup documents and coordinates with insurance broker and companies on various matters.