Board Administrator

Your expertise shapes our business

At the CWB Group we find fulfillment and inspiration knowing that we are performing meaningful and purposeful work. Every day is a new adventure with opportunities to learn from industry leaders and most importantly from each other. When you join the CWB Group you become part of a diverse and inclusive tight-knit team passionate about making a global impact.

Our commitment to Diversity Equity and Inclusion (DEI)

The CWB Group believes that diversity and inclusion among our employees is critical to our success and we seek to recruit develop and retain the most talented employees from a diverse candidate pool.

Work with us and achieve your career goals

For over 75 years our employees have been the backbone of our business driving our success and extraordinary reputation. We challenge our employees to take charge of their careers and provide growth opportunities tools and resources to reach their goals.

What to expect:

The Board Administrator reports to the Corporate Secretary in delivering effective governance and administrative support for a parent not-for-profit company its charitable foundation and its for-profit subsidiaries. Specifically this includes CWB Group Industry Services CCIIW (Canadian Counsel of IIW) A&B Governing Board CWB Group Industry Solutions Ltd. and CWB Welding Foundation.

This role is responsible for high-quality board and committee administration coordination of governance processes maintenance of corporate records expenses reporting supporting Executive leadership team with Board materials and compliance and regulatory filings. The Board Administrator works closely with Corporate Secretary executives and internal teams and plays a key role in ensuring that board operations are professional efficient and aligned with organizational values.

The ideal candidate has strong organizational and interpersonal skills a growth mindset and is comfortable working with and learning new technologies including AI-enabled tools to improve workflows and support the Corporate Secretariat function.

This includes:

Board & Committee Administration

• Coordinate logistics for board and committee meetings across the parent not-for-profit foundation and for-profit subsidiaries (scheduling venue/virtual arrangements technology setup catering and materials).
• Prepare board and committee meeting packages agendas and supporting documentation in collaboration with the Corporate Secretary and senior leaders.
• Draft format and assist in finalizing board and committee minutes resolutions and action logs; follow up on action items as directed.
• Support the onboarding and offboarding of directors and committee members including orientation materials technology access and training on board portals and tools.
• Processing expenses of directors and corporate secretary for Board related expenses
• Supporting the Corporate Secretary the Board budget

Corporate Records & Governance Support

• Maintain accurate and up-to-date corporate records for all entities (minute books registers director/officer records mandates charters and policies).
• Assist the Corporate Secretary with preparation tracking and filing of required regulatory and corporate filings (e.g. annual filings returns updates to corporate registries and charity regulators as applicable).
• Help manage calendars for key governance activities (AGMs board and committee cycles evaluation processes policy review timelines etc.).
• Support the drafting formatting and organizing of governance documents such as charters terms of reference policies and board orientation materials.

Stakeholder & Relationship Management

• Serve as a professional and approachable point of contact for Corporate Secretary and Executive Leadership Team providing timely responses and support on logistical and information requests.
• Coordinate with internal departments (finance legal HR IT operations) to gather materials for board meetings and ensure alignment on timelines and expectations.
• Support smooth communication flows between the Corporate Secretary leadership team and external stakeholders as Systems & AI-Enabled Tools
• Maintain and optimize the use of board portals and MS Teams document management systems (e.g. uploading materials managing permissions ensuring version control).
• Actively explore and adopt new technologies including AI-assisted tools to streamline document preparation scheduling minute drafting reporting and tracking of action items in alignment with organizational policies.
• Support digital transformation of Corporate Secretariat processes (e.g. moving from paper-based to digital workflows enhancing search and retrieval of governance documents).

Continuous Improvement & Special Projects

• Support the Corporate Secretary on projects (e.g. policy updates board evaluations skills matrices orientation program refreshes).
• Identify opportunities to improve or simplify processes templates and tools and propose practical solutions.
• Contribute to a positive collaborative culture and model a growth mindset by seeking feedback learning from challenges and staying curious about better ways of working.

Other duties as assigned:

This position reports to the General Counsel/ Corporate Secretary and primarily works remotely from their home office in Canada. CWB has adopted a remote-first working model where employees will work from their home office servicing the client within their specified areas either remotely or in person. We are embracing radical flexibility where employees are encouraged to work a schedule that works best for them their team and their clients.

What you bring to the table:

• Related education in business administration legal studies governance or a related field or an equivalent combination of education and experience.
• Two years Experience in a board/committee support corporate secretariat legal assistant or executive administrative role.

Governance & Administrative Skills

• Strong attention to detail and accuracy in document preparation minute-taking and record-keeping.
• Excellent organizational and time-management skills; able to manage multiple boards/committees deadlines and competing priorities.
• Clear and professional written and verbal communication skills including the ability to summarize discussions and decisions concisely.

People & Relationship Skills

• High level of professionalism discretion and judgment when handling sensitive and confidential information.
• Strong interpersonal skills with the ability to build trust and work effectively with Corporate Secretary executives colleagues and external partners.
• Service-oriented mindset: responsive reliable and respectful in all interactions.

Growth Mindset & Adaptability

• Demonstrated growth mindsetopen to feedback willing to learn and eager to develop new skills.
• Comfortable working in a changing environment with the ability to adapt to evolving governance requirements priorities and technologies.
• Resilient and solution-focused when faced with challenges or ambiguity.

Technology & AI Readiness

• Strong proficiency with productivity tools (e.g. Microsoft 365 Word Excel PowerPoint Outlook Teams/Meet).
• Experience with or interest in board portals document management systems and collaboration platforms.
• Genuine interest in learning and engaging with technology and AI including using AI-enabled tools (within organizational guidelines) to assist with drafting formatting and proofreading documents; support scheduling and task tracking; and enhance efficiency and quality in Corporate Secretariat operations.

Key Success Factors

• Maintains impeccable well-organized corporate records across multiple entities.
• Delivers board and committee materials on time and to a high professional standard.
• Builds strong working relationships based on trust respect and clear communication.
• Shows initiative in improving processes and leveraging technology including AI to support the Corporate Secretary and the board more effectively.

ADDITIONAL REQUIREMENTS

• This is a Remote-First home-based position. Travel might be required from time to time.

The following qualifications would be an asset:

• Bachelors degree business administration legal studies governance or a related field or an equivalent combination of education and experience or a related field is preferred.
• 3-5 Experience working with or within not-for-profit and/or charitable organizations is considered an asset.
• 3-5 Years experience with governance practices corporate records management or regulatory filings is preferred
• Demonstrated improving processes and leveraging technology including AI to support organization.
• Cores certified or equivalent

Whats in it for you

• Competitive salary structure
• Comprehensive medical benefits for you and your dependents
• Flexible work schedule
• RRSP and pension program
• Structured career development: we offer education and training opportunities to help you reach your goals.

Accommodation:

The CWB Group is committed to providing accommodation to job applicants with disabilities throughout the recruitment process. If you require accommodation please notify us when applying and we will work with you to meet your needs.

We welcome applications from all qualified individuals; however only those under consideration will be contacted.

Note: CWB does not presently use Artificial Intelligence (AI) in our recruitment and selection processes.

Apply today!

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