Description:
A Senior Departmental Clerk is required to provide high-level administrative and organizational support within the Investment and Pension Services Department, with responsibilities that include guiding administrative staff, supporting shareholder engagement processes, and providing confidential assistance to departmental directors. The role requires a professional with exceptional attention to detail, sound judgment, and the ability to manage multiple priorities in a sensitive and highly regulated environment.
Key Responsibilities:
Team Guidance & Administrative Operations:
- Coordinate the work of administrative staff in the Investment and Pension Services Department including assigning non-routine tasks, monitoring performance, and supporting the training/orientation of new team members.
- Processing a variety of investment- and pension-related documents, including forms, correspondence, agreements, reports, and meeting materials from longhand, draft, or audio recorder.
- Drafting replies to general correspondence and signing routine communications.
- Managing appointments, coordinating travel arrangements, and maintaining departmental filing via SharePoint.
- Answering and triaging general inquiries, receiving and distributing mail, and ensuring efficient office workflows.
- Make independent decisions regarding priorities for the team, balancing deadlines and resources without needing direct supervision.
- Scheduling team meetings, tracking team availability, ensuring departmental communications are maintained.
Shareholder Engagement & Governance Support:
- Assisting in the preparation and filing of shareholder proposals, investor and legal correspondence related to pension investments, and proxy voting activities.
- Maintaining the shareholder engagement calendar and tracking critical regulatory and filing deadlines.
- Supporting outreach to companies, asset managers, and shareholder coalitions; preparing briefing notes and engagement documentation.
- Posting and maintaining content on internal/external websites related to investment and shareholder activity.
- Using BCGEU’s email platform to distribute shareholder updates, bulletins, and mass communications.
Director-Level & Executive Support:
- Providing direct support to the department’s directors, including calendar and email management, confidential correspondence drafting, document preparation, and board/committee coordination.
- Preparing meeting packages and supporting materials for director-led presentations or briefings to governance bodies, trustees, or stakeholders.
- Managing sensitive financial, governance, or pension-related information with a high degree of confidentiality and discretion.
Cross-Departmental Collaboration:
- Coordinating with other units such as Legal, Communications, and Finance to support integrated pension and investment operations.
- Assisting other areas of the Investment and Pension Services Department as required, particularly during high-volume or peak periods (e.g., AGM season, filing deadlines, etc.).
Education & Relevant Experience:
- 2–4 years of senior administrative or secretarial experience, preferably in a financial, pension, or governance setting.
- High school graduation supplemented by secretarial or administrative training.