Assistant Corporate Secretary

Worldwide Opportunities in Regulation and Consumer Protection

The Travel Industry Council of Ontario (TICO) is an organization mandated by the Ontario government to administer the Ontario Travel Industry Act, 2002 and Ontario Regulation 26/05, which governs all the approximately 1900 travel agents and travel wholesalers registered in Ontario. In addition, TICO administers an industry-financed Travel Compensation Fund.

We are seeking an experienced corporate governance professional to be our Assistant Corporate Secretary.

At TICO, we are committed to fostering a culture of inclusivity, equity, and accessibility for all. You will work in a diverse, collaborative, fast-paced environment where you are encouraged to be your best self and given the opportunity to learn, grow, and make a meaningful impact.

Job Purpose

• Provide support and back up to the General Counsel and Corporate Secretary in the scheduling, coordination, facilitation and recording of the activities of the Board of Directors and Board Committees.
• Assist in the execution of all legal and Board related initiatives promoting good governance related to TICO and the Board and its effective functioning.
• Knowledge and understanding of the roles and functions of Boards of Directors and their Committees, including all aspects of supporting Board governance (i.e., scheduling, coordination and support) – Functional Expertise
• Organizational skills to assess, prioritize and manage competing demands under pressure of various deadlines with excellent attention to detail and accuracy – Accountability
• Excellent written and oral communication skills – Communication
• Skilled in working and communicating with senior level executives, using tact, diplomacy, and political acuity with a high level of discretion and confidentiality – Communication
• A committed team player – Teamwork
• Demonstrates strong customer service orientation, and a pro-active approach to identify issues and find solutions – Service Excellence and Innovation

Duties and Responsibilities

• Provide support to the Corporate Secretary in the planning, coordination, and administration of all Board related matters in support of Board governance and calendar management.
• Assist in the preparation, collection and review of all documentation and materials sent from management and staff to the Board and Board Committees, providing support as required.
• Ensure accuracy and quality assurance of all materials prior to timely distribution to Board members.
• Work with the Corporate Secretary in the preparation of draft Board and Committee minutes and facilitate the minute approval process to completion.
• Ensure that terms of reference, work plans, matters arising reports, minutes, and resolutions are monitored and that matters are brought forward on a timely basis.
• Prioritize and follow up on issues following Board and Committee Meetings.
• Provide support to the Corporate Secretary related to Board governance and performance, including assisting in the development and revision of Board governance policies and procedures.
• Maintain the board portal to ensure optimal efficiency.
• Maintain best practices in corporate governance and actively monitor the market for new developments, trends, and changes.
• Prepare briefing materials and resolutions for review and consideration by the Corporate Secretary for presentation to the Board and Board Committees.
• Maintain all corporate records in compliance with records management policies and procedures and for audit purposes.
• Assist in planning, enhancing and coordination of Director orientation and education programs.
• Coordinate Board and senior management social/networking functions.
• Maintain records of Board and Committee composition and skill requirements, ensuring the monitoring of vacancies/term expiration and planning for election and appointment processes in compliance with established policies and procedures.
• Assist in planning and execution of the Annual Meeting and related activities.
• Track Board operating expenses and participate in the development of the annual Board and Governance budget.
• Assist the Corporate Secretary during periodic reviews (e.g., Audit, external consultants) and support the implementation of any resulting recommendations.
• Ensure compliance with the Administrative Agreement and By-laws.
• Undertake research and special projects to support other organizational priorities.
• Recommend improvements, processes and practices to achieve business efficiencies.
• Act in place of the Corporate Secretary when the Corporate Secretary is unable to act.

Qualifications

• Post-Secondary degree or diploma required in a relevant discipline (e.g., business, law).
• Minimum five years’ experience working in a similar role managing and coordinating Board and Committee related activities.
• Governance designation is considered an asset.
• Knowledge of the regulatory environment is considered an asset.
• Proficient in the use of office automation applications including MS Office (Outlook, Word, Excel, PowerPoint), SharePoint, Microsoft Teams, and Zoom.
• Prior experience working with Board portals (Diligent preferred), an asset.

Working Conditions

• The role operates in a standard office environment with regular full-time working conditions.
• Overtime may be required in certain periods of high demand.
• This role offers some hybrid/remote flexibility.
• Physical demands of the role considered consistent with an office environment.

Direct Reports / Key Relationships

This position reports to the General Counsel & Corporate Secretary.

Direct reports: None

Liaising with:

General Counsel & Corporate Secretary
Chief Executive Officer
Registrar and Chief Operating Officer
Chief Financial and Administrative Officer
Chief Information Officer
Stakeholder Relations Manager
Manager, Accounting
Manager, Registration Services
Manager, Compliance and Complaints
Senior Legal Counsel & Manager, Litigation
Legal Counsel
Executive Assistant
Administrative Support
Compensation Fund Claims Coordinator

How to Apply:

Please submit your resume with a cover letter including salary expectations in confidence by April 30, 2025, to:

Travel Industry Council of Ontario
Attention: Tracey McKiernan, General Counsel & Corporate Secretary
Email: tico@tico.ca

We thank all applicants; however, only those candidates selected for an interview will be contacted.