Job Description

About

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 270 experts come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in more than 100 countries.

Overview

Reporting to the President & CEO, the Senior Advisor and Corporate Secretary plays an important role in supporting strategic planning and Board governance at IISD. Responsibilities encompass advising and supporting the President in advancing the IISD’s priorities, as well as serving as the secretary for both the Board of IISD and the Board of IISD-Europe. The Corporate Secretary liaises with the President and management team to establish agendas for board and committee meetings, preparing relevant materials, recording minutes, and offering guidance on governance matters. Collaborating closely with the Executive Assistant, the Senior Advisor and Corporate Secretary ensures seamless operations within the President’s office while effectively supporting the Boards of Directors.

Responsibilities

Senior Advisory Support

Provides direct support to the President & CEO, working in close coordination with the Executive Assistant. Tasks include:
• Tracking priorities and ensuring efficient functioning of the President’s office.
• Planning and coordinating CEO outreach, including for national and international travel.
• Ensuring effective meeting preparation through planning for meetings, developing agendas, coordinating and preparing necessary briefing materials, and ensuring that key topics are addressed.
• Supporting strategic planning processes across the organization.
• Preparing outreach materials, such as decks, in collaboration with programs and communications staff.
• Ensuring compliance with requirements for filling in lobbying registries in coordination with the Executive Assistant.
• Facilitating communication and coordination across the organization.
• Supporting decision making by conducting research as needed and presenting relevant information to the CEO and/or the Executive Leadership Team.
• Leading or supporting key projects and initiatives as needed.
• Other duties as assigned.

Corporate Secretary

• Board and committee meetings: Plan meetings and develop agendas in collaboration with the President and management. Advise Board members of meetings, prepare and distribute materials, prepare logistics in collaboration with the Executive Assistant, and take or review minutes; may involve assigning and reviewing administrative staff work and overseeing workflow. Support Board Chair in ensuring meetings follow the rules of order.
• Corporate governance: Advise on IISD’s compliance with legal and regulatory requirements, as well as adherence to corporate governance principles and IISD’s by-laws. Review by-laws and Committee Terms of Reference as required and recommend edits and updates.
• Board Administration and Record Keeping: Maintain accurate and up-to-date corporate records, including meeting minutes, resolutions, and other official documents. Monitor and manage board-related budget expenses, including forecasting, and maintain the travel budget. Maintain an effective and reliable filing system as outlined in the records management policy.
• Orientation: Provide orientation to new Board members and executives on their roles and responsibilities.
• Risk management: Support the President and senior management in enterprise risk management.
• Company policies: Contribute to the creation of new policies (typically related to Board governance or Board guidelines) as required. Coordinate review, revision, and approval of key policies at the Board level.
• Board evaluation: Supports facilitation of the evaluation of the board’s performance, as requested by the Board Chair.
• Conflicts of interest: Facilitate conflict of interest disclosures, manage meeting protocols, maintain records of all conflicts of interest disclosures and the actions taken to address them, provide guidance, and ensure legal compliance as the Corporate Secretary, fostering integrity and transparency within the board.

Requirements

Qualifications
• A bachelor’s degree in a field related to law, business, or sustainability and a minimum of 10 years of related experience, including 3–5 years of work experience in a non-profit, government, or business environment or an equivalent combination of education and experience.
• Experience in sustainability and corporate governance are considered assets.

Knowledge, Skills, and Abilities
• Excellent written and verbal communication skills.
• Knowledge of or ability to learn about corporate governance and compliance regulations.
• Knowledge of sustainability issues is an asset.
• Strong organizational skills and ability to manage multiple priorities, coordinate meetings and events, and maintain accurate records and documentation.
• Attention to detail to ensure accuracy in meeting materials, records management, and compliance with legal and regulatory requirements.
• Strong interpersonal skills are necessary for building positive relationships with senior leadership, Board members, and external stakeholders. The ability to work collaboratively is essential.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with meeting technology and virtual meeting platforms
• High ethical standards and integrity are essential for maintaining confidentiality and ensuring corporate governance principles are upheld.
• Strong analytical and problem-solving skills are necessary for identifying issues, evaluating options, and implementing effective solutions in a dynamic organizational environment.
• The ability to adapt to changing priorities, deadlines, and organizational needs is essential for success in this role.
The ideal candidate will have a genuine passion for and interest in IISD’s mission to accelerate solutions for a stable climate, sustainable resources, and fair economies.

Working Conditions and Physical Demands

Working conditions
• Primarily based in our office setting with the flexibility for occasional remote work, leveraging computer systems and office equipment as needed.
• Depending on workload and deadlines, may require flexibility in working hours.
• Potential for periods of high workload, requiring efficient time management and adaptability.
• The position may require occasional travel within Canada and abroad.
Physical Demands:
• Limited physical demands, primarily focused on office-related tasks.
• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing and walking during meetings or presentations.

Position Details

Location: Winnipeg, Manitoba

Candidates must hold an appropriate work authorization to work in Canada without any sponsorship from IISD.

Salary: Salary commensurate with experience
Type of employment: Full-time
Application deadline: May 24, 2024

Application Procedure

Applications will only be accepted through Bamboo HR here.

Required languages: English

Education level: A bachelor's degree in a field related to law, business, or sustainability and a minimum of 10 years of related experience, including 3–5 years of work experience in a non-profit, government, or business environment or an equivalent combination of education and experience.

Required skills: Excellent written and verbal communication skills. Knowledge of or ability to learn about corporate governance and compliance regulations. Knowledge of sustainability issues is an asset. Strong organizational skills and ability to manage multiple priorities, coordinate meetings and events, and maintain accurate records and documentation. Attention to detail to ensure accuracy in meeting materials, records management, and compliance with legal and regulatory requirements. Strong interpersonal skills are necessary for building positive relationships with senior leadership, Board members, and external stakeholders. The ability to work collaboratively is essential. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with meeting technology and virtual meeting platforms

Additional skills / Assets: High ethical standards and integrity are essential for maintaining confidentiality and ensuring corporate governance principles are upheld. Strong analytical and problem-solving skills are necessary for identifying issues, evaluating options, and implementing effective solutions in a dynamic organizational environment. The ability to adapt to changing priorities, deadlines, and organizational needs is essential for success in this role.

Closest intersection: Lombard Avenue