Coordinator, Management Board
Ivanhoé Cambridge
Montréal, Quebec, CA
5d ago

Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world.

It does so responsibly, with a view to generate long-term performance. Ivanhoé Cambridge is committed to creating living spaces that foster the well-being of people and communities, while reducing its environmental footprint.

Vertically integrated in Canada, Ivanhoé Cambridge invests internationally alongside strategic partners and major real estate funds that are leaders in their markets.

Through subsidiaries and partnerships, the Company holds interests in more than 1,000 buildings, primarily in the industrial and logistics, office, residential and retail sectors.

Ivanhoé Cambridge held close to C$65 billion in real estate assets as at December 31, 2018 and is a real estate subsidiary of the Caisse de dépôt et placement du Québec (cdpq.

com), one of Canada's leading institutional fund managers.

For more information : ivanhoecambridge.com.

Department : Corporate, CM, Secretary, Compliance

Position type : Salaried

Specific accountabilities

Reporting to the Senior Director, Legal Affairs and Assistant Secretary, the incumbent is in charge of coordinating meetings for the Board of Directors and its committees.

He or she plays a key role in the planning, communications and distribution of required documents for such meetings.

Main responsibilities include the following :

Organize the board and committee meetings for which the Corporate Secretary’s Office is responsible :

  • Work with committee planners to create meeting agendas;
  • Inform planners of the required steps to take when directors leave or join the board, are appointed to a committee, etc.;
  • Coordinate with presenters about documents to send to members and meeting attendance;
  • Prepare documents and upload to the Diligent platform;
  • Use Outlook to schedule meetings with members and permanent guests;
  • Follow up with the HR department about payment of directors’ fees;
  • Organize meeting logistics : technical support, food, iPad accessories, members’ specific needs, etc.;
  • Organize dinners and travel arrangements as needed;
  • Track meeting-related expenses against the budget;
  • Create a board and committee meetings calendar for the upcoming year;
  • Regularly update the multiple approvals list (for complex matters tied to the same partner);
  • Serve as the administrator for the Diligent application, manage licences and discontinue access where necessary;
  • Keep the Board of Directors handbook up to date.
  • Key requirements

  • College diploma (DCS), preferably in a law-related discipline;
  • Experience preparing for board meetings or other relevant experience;
  • Proficiency in using videoconferencing technology for meetings held using Webex or another platform;
  • Ability to build and maintain good working relationships with stakeholders;
  • Highly self-motivated, disciplined, meticulous and professional with good judgment, a sense of discretion and scheduling flexibility;
  • Fluency in French and English with an excellent command of grammar in both languages;
  • Ability to adapt and perform under pressure in a fast-paced environment.
  • If you are interested in this challenge, please submit your resume.

    You have everything to gain!

    When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry.

    Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle.

    At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world.

    Our initiatives aimed at creating an exceptional working environment that inspires our employees to give the best of themselves elevated Ivanhoé Cambridge into the ranks of 100 Top Employers in Canada.

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