Corporate Secretary & CEO Executive Support Manager

· Waterloo, Ontario
Employment Type Full-Time
Minimum Experience Experienced

Mennonite Economic Development Associates (MEDA) invites applications for Corporate Secretary & CEO Executive Support Manager to join our dedicated and talented People & Culture team in our mission to create business solutions to poverty!


MEDA’s work is built on a foundation of Mennonite business roots and faith-based values, within the global context of the UN Sustainable Development Goals. We believe business solutions are effective interventions to address poverty. Through a market-systems approach and strategic partnerships, MEDA enables access to finance and provides business and technical expertise to build transformative agri-food market systems that create decent jobs, allowing traditionally excluded groups to become active participants in a sustainable economy. MEDA welcomes all who share our values and want to join us in our mission. To find out more about MEDA, please visit our website at www.meda.org


Position Summary


The Corporate Secretary acts as both the Secretary and corporate governance advisor to the Board, the Chairperson, and Board committees as well as acting as the Executive Support to the CEO.  The position functions as a key liaison between the Chairperson and the President and the Board and management more broadly.  It provides strategic guidance and support to the Chairperson with the objective of ensuring sound Board governance practice.  Advice is also provided to the President and management with respect to Board and stakeholder relations.  The role entails managerial responsibilities for the delivery of corporate governance and secretarial services.    The role will also provide direct administrative and management support to the President and CEO of MEDA and indirect support to the Executive Team, in matters relating to the MEDA Board and other corporate administrative systems/functions with excellence, professionalism and proficiency enabling maximum productivity and employing cost-effective resources and technology.  


  • Job Status: Full Time, Up to 20-month Contract 
  • Start Date: July/August 2022
  • Location: Waterloo, Ontario (Hybrid work arrangement available)


RESPONSIBILITIES


Board Relations and Board Governance (50%) 

Manage Canadian and US Board operations, serve as liaison for all board-related matters and manage all corporate membership matters 

  •  Coordinate board portions of annual and strategic plans and budgets, in partnership with the President/CEO   
  • Manage all board processes in partnership with the President/CEO, including communications, reporting, professional development plans, and annual board evaluations  

 

Board Meetings: Organize, attend, document and coordinate follow up for all MEDA board meetings, including international board meetings as required. This includes priority and agenda setting, in consultation with the President/CEO and board Chairs. 

  • Manages and oversees the preparation of the agendas and maintenance of the corporate record for the Board and Board committees (standing committees include Executive, Finance and Audit, Human Resources, plus additional specialized committees)  
  • Coordinate, attend, document and ensure follow up occurs for all MEDA board committee meetings 
  • Ensure timely preparation of Board Packets and reports required for meetings 

 

Board GovernanceManage all corporate membership matters, including management of all logistics, documentation, communications, and follow up for MEDA’s Annual General Meetings (AGMs)  

  • Coordinate board recruitment, succession planning, orientations and onboarding alongside Nominating &  Governance committees  
  • Ensure board policies and processes are updated and compliant 

 

Board Administration: Maintain board documentation, records and filings, including manuals and policies  

  • Ensure agendas and minutes for all Board Committees 
  • Manage all board tools, resources and systems 
  • Ensure coordination and logistics for travel for International Board Meetings 
  • Provide administrative support to the MEDA Board including: coordinating Board meetings and keeping minutes; preparing Board packets; gathering information and reports; and other duties as required 

 

Board and Governance Research, Reporting, Projects and Initiatives 

  • Support the reporting process for staff and Board 
  • Coordinate Board and Corporate governance initiatives 
  • Support on strategic plan and initiatives implementation  
  • Prepare documents and gather information for confidential projects and issues   
  • Undertake relevant research, collaborating with colleagues to consolidate and summarize information to guide decisions, President's office initiatives and presentations for internal and external audiences  

  

Executive Support to the President and CEO (PCEO) (45%) 

In alignment with MEDA’s Strategic Direction and in support of the accountabilities of the President and CEO, provide administrative support and management to ensure the smooth and effective operation of the CEO 

 

  • Provide assistance to the PCEO in confidential matters 
  • Represent the Office of the PCEO to staff, donors and supporters 
  • Act as a liaison point for the PCEO with country programs and departments within MEDA including building relationships with Country Directors  
  •  Act as a liaison point for the PCEO with external partners  
  • Manage a network of coordinators in divisions to support PCEO objectives and collaboration 
  • Manage the Office of the PCEO portion of annual and strategic plans and budgets with direction from the PCEO 
  • Support the completion of PCEO sections of the Annual Plan, quarterly reports and budgets 
  • Work with the PCEO to manage priorities for the PCEO Office 
  • Participate in PCEO meetings to ensure coordination and support   
  • Compose correspondence on behalf of the PCEO and coordinate communication with relevant stakeholders 
  • Organize and manage PCEO files, maintaining required levels of confidentiality 
  • Support PCEO correspondence and communication with Board of Directors  
  • Coordinate contract development and manage invoice payments for all third parties billed to the PCEO and Board budgets 
  • Ensure the maintenance of the PCEO schedule and appointments and meeting support as required,  
  • Ensure travel and logistic support are provided to the PCEO 

 

Executive Team Support (5%) 

Management and development of staff team supporting the Executive Leadership Team, Executive & Board Relations functions 

  • Ensure Executive Leadership Team meetings are supported with agendas and minutes  
  • Ensure ELT are supported for internal and external presentations 
  • Ensure ELT calendaring support 
  • Ensure ELT event support 
  • Support executive transition and onboarding to the ELT 

 

Any other duties and/or requirements as assigned 


REQUIREMENTS


Education:  Masters degree or equivalent in the areas of business administration, public administration or governance; equivalent experience may be considered 

 

Experience:  Minimum five years’ experience providing corporate governance support in the not-for-profit sector, ideally including experience in International Economic Development (or related industry) experience. 


Additional Qualifications:

  • Appreciation and support of MEDA’s mission, vision and values  
  • Understanding and appreciation of business principles, international development and MEDA’s approach of creating business solutions to poverty 
  • Judgment, tact and diplomacy to handle sensitive and confidential matters 
  • Demonstrated ability to prioritize work effectively and efficiently with minimal supervision 
  • Advanced knowledge of office administration practices, corporate protocol, board governance and public relations 
  • High level of written and verbal presentation skills 
  • Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint )   
  • Financial budgeting and reporting skills, including basic accounting 
  • Proven interpersonal and collaborative problem-solving skills 
  • Practical experience using and maintaining various office systems, such as SharePoint 
  • Ability to travel, both domestically and internationally 
  • Ability to lift up to 20 lbs. 

Thank You

Your application was submitted successfully.

  • Location
    Waterloo, Ontario
  • Employment Type
    Full-Time
  • Minimum Experience
    Experienced