Executive Assistant and Corporate Secretary

At Arbor Memorial, you will be surrounded by caring colleagues and hands-on, experienced leaders with a well-established Canadian company. Your skills and knowledge will ultimately contribute to meaningful experiences for the families we serve. That’s incredibly fulfilling. Truly making a difference is a rare thing and at Arbor, our team members have this opportunity every single day.

Working with Arbor means more than a competitive compensation package. We are invested in a culture of learning throughout our business and dedicated to providing health and wellness resources for all employees and their families. We also provide a robust pension plan to support your long-term financial planning and stability.

About This Location:

Our Home Office is located in the heart of Bloor West Village in Toronto, just steps away from Jane Subway station. This role is a Hybrid Work from Home position with required attendance in the office four (4) days a week.  

Job Type: Full Time, Permanent 

About the Role:

Reporting to the Chief Finance Officer (CFO), Vice President, Finance, this role is critical to the operations of the executive leadership team by providing timely, accurate, efficient and complete support to senior executives, specifically the President and Chief Executive Officer, the CFO, Chief Operating Officer and Vice-President Operations, the Senior Vice-President, Business Development and the Senior Vice-President, Strategic Initiatives, the shareholders and the Finance Department (“FD”).

Key Qualifications and Demonstrated Abilities:

• Post-secondary education in an administrative or business-related discipline.
• Minimum of ten years of related experience, including corporate administration activities and understanding of corporate shareholder matters.  
• Strong knowledge of and experience with Microsoft Office (including Outlook, Word, Excel and PowerPoint), SharePoint and Adobe Reader and Writer. 
• Must maintain a professional image and represent the Company’s core values of Compassion, Integrity, Trust, Belonging, Teamwork and Excellence.
• Exceptional interpersonal and oral and written communication skills.
• Demonstrated ability to organize, prioritize, multi-task and meet deadlines and exceptional attention to detail.

Summary of Responsibilities:  

1.  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. 

• 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.

3.  Shareholder Matters:

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

• 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.
• Other administrative matters as required.

About Us:

At Arbor Memorial, your career can mean more. As compassionate partners in each experience of remembrance and celebration, our team is a community focused on families and loved ones. It's rewarding work that directly impacts the lives of others. Our caring approach carries through in the way we treat one another as teammates.

Challenge yourself to grow in new directions and make your unique difference in ways that truly matter – join Arbor Memorial.

To learn more about our benefits please visit Total Rewards (arbormemorial.ca)

Arbor Memorial is an equal opportunity employer, dedicated to fostering a diverse culture of inclusivity and belonging that embraces the contribution of all team members.

We are committed to providing accessible and barrier-free employment practices and encourage all qualified candidates to apply.

If you are contacted for a job opportunity and require accommodation at any stage of the hiring process, please contact the Human Resources Department. Any information received relating to accommodation will be addressed confidentially.