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CORPORATE SECRETARY AND EXECUTIVE COMMUNICATIONS SPECIALIST

Department : Executive Office

Position Type: Full-Time - Permanent

Expected Start Date: October 23, 2024

What we offer:

• Flexible work arrangements
• Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)
• Employer-matched Pension Plan at 5%
• Generous paid time off, including Vacation days, Sick Time
• Working in a beautiful park setting.
• Free entrance to the Park, including to our many public special events.
• Employee discounts on food and retail items and free parking.

Who We Are:

Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The Park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past.

Job Overview:

The role of Corporate Secretary & Executive Communications has broad responsibilities for providing strategic professional guidance and support to the President & CEO and Executive Team to enable them to carry out their corporate and governing duties effectively and efficiently. As a key contact with Heritage Park's internal and external communities, this position contributes to the success of the Heritage Park's mission and vision, oversees all Governance-related planning and coordination, and builds enduring relationships with key stakeholders.??

The Corporate Secretary & Executive Communications Specialist is also responsible for coordinating the communications and administrative support for the Office of the CEO and will use excellent team building and interpersonal skills to contribute to and promote a professional, responsive, and efficient leadership team around the CEO. A researcher, writer, and highly skilled administrator and manager, this position has key responsibilities in the advocacy, issues management, and communications functions of the Office and, consequently, influences the Park's climate and reputation.?

Responsibilities:

The role will be evaluated based on the following key responsibilities:

• Working with CEO to ensure regular, effective communication with employees, volunteers, and key external stakeholders that enable these audiences to understand the direction of the company.
• Maintaining smooth and organized workflow across executive, senior management, and Board meetings by coordinating agendas, deadlines, and ensuring high-quality materials are delivered for decision-making and reporting.
• Ensuring seamless communication and understanding between the Board of Trustees, the Management Team, and various committees, facilitating clear governance decisions.
• Supporting the smooth operation of Board and Committee meetings by managing work plans, agendas, minutes, and follow-ups, ensuring governance processes are timely and transparent and adhere to bylaws and best practices.

Business Planning and Reporting (40%)

• Serves as a trusted advisor to the CEO, providing insights and recommendations on strategic, operational, governance, and communications matters.
• Supports CEO communications with key internal and external stakeholders by proactively ensuring the preparation of materials, such as briefing notes, speaking notes, key messages, social posts, presentations, and reports for the CEO.
• Meets regularly with the CEO to coordinate workflow related to Executive and Senior Management, Board and Board Committees; participates in discussions on issues and development of resolutions; and provides advice on communication strategy and tactics.
• Participates with the CEO and organization in meetings with stakeholders and community partners.
• Manages the CEO's calendar, and coordinates planning for external and key internal engagements;
• Coordinates executive and senior management team meetings; works with teams to set agendas and manages workflow and deadlines so that required resources are submitted with appropriate lead-time for preparation and quality delivery; reviews material in advance to ensure clarity and quality of content.
• Attends and participates in Executive and senior management meetings; ensures transcription and distribution of minutes, and follow-ups on action items.

Governance Communications & Administration (60%)

• Facilitates effective communication between the Board of Trustees and the Management Team, ensuring that governance decisions and actions are clearly communicated and understood.
• Coordinates communication workflow for the Executive Office and Board Trustees, Committees Members, and Active Members.
• Works with CEO, Board and Committee Chairs to monitor Work Plans and set meeting agendas, ensure timely distribution of meeting materials, attend Board and Committee meetings, ensure transcription and distribution of minutes, and follow-up on action items.
• Coordinates the Annual General Meetings for the Society and Foundation, and produces Heritage Park's Annual Reports.
• Coordinates fulfilment of corporate registry requirements for the Society and Foundation, including the filing of financial statements, business licenses, regulatory submissions, and by-law amendments.
• Maintains database of Governance-related materials, such as Board Manual, Membership Lists, Policies and Procedures; and coordinates onboarding process for new Trustees and Committee members.
• Acts as a knowledgeable resource to the Board on Governance matters; provides advice on Heritage Park bylaws and governance practice and protocols.

Organizational Excellence and Wellbeing

• Contribute to inspiring and immersive experiences at the Park through your roles and responsibilities by engaging in Heritage Park initiatives that align with the overall mission and vision of the Park
• Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries and hazards, participating in employer training, and adhering policies including the Code of Conduct and the Workplace Violence and Harassment policy
• Actively support a positive work environment through creating an atmosphere of inclusion, engagement and fulfillment in line with Heritage Park values
• Demonstrate responsible stewardship of our people, collections and financial assets by ensuring that they are handled with integrity, sustainability, and a focus on long-term benefits for the organization and its stakeholders

Required Qualifications:

• A degree in business administration, law, communications, public relations, or a related field is required.
• Chartered Governance Professional (CGP) through the Governance Professionals of Canada (GPC) or a similar designation is highly desired.
• A minimum of 4-6 years prior experience as a corporate secretary, assistant corporate secretary, or similar governance-focused role is essential. This includes supporting boards of directors, preparing governance documents, ensuring compliance with regulatory requirements, and managing board meetings.
• Experience liaising with boards of directors, managing board materials (e.g., minutes, agendas), and ensuring effective communication between executives and the board is mandatory.
• A minimum of 3-5 years of prior experience in in crafting internal and external communications for senior leadership, drafting speeches, managing crisis communications, and handling media relations is crucial.

Required Skills:

• Maintaining the confidentiality of sensitive company information and exhibiting high ethical standards.
• Excellent writing, editing, and proofreading skills are critical for preparing polished executive communications, reports, and corporate documents.
• Strong verbal and interpersonal communication skills to interact effectively with C-suite executives, board members, and key stakeholders.
• Attention to Detail and precision in documenting and maintaining corporate records, board resolutions, and minutes.
• Strong organizational abilities to manage multiple tasks, coordinate board meetings, and ensure deadlines are met.
• At least medium level proficiency in Microsoft office 365 including OneDrive, MS Word, MS Teams, SharePoint is required At least medium-level proficiency in Microsoft Office 365, including OneDrive, MS Word, MS Teams, and SharePoint, is required. Familiarity with digital tools for communication, content creation, and data management will be an asset.
• A natural leader and mentor, comfortable providing guidance at all levels of the organization.
• All successful candidates (over 18) will be required to undergo a Police Information Check as a condition of employment.

Special Clothing and Equipment:

• Business attire is required when working in the office, ensuring a professional and presentable appearance.
• The position is required to wear a costume occasionally, appropriate costuming and safety equipment will be provided by Heritage Park; and
• Footwear, as designated by the Heritage Park Costume Department, will be provided by the employee.

Special Working Conditions:

• The position will be exposed to weather extremes and will work both indoors and outdoors; and
• This position is physically demanding, and the incumbent must have the ability to lift heavy items, stand for long periods of time and walk throughout the Park for extended periods.

Hours of Work:

• The standard hours for this position are 35 hours per week;
• The schedule will generally be five consecutive days per week (Monday to Friday)
• Flexibility to work evening and weekends will be required as well as overtime.

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