Investor Relations, Recording Secretary

Come join us and help make a difference in the lives of older adults! As employees at a Verve Senior Living Retirement Residence, our primary goal is to help each person, have a great day, every day! Our employees thrive on collaboration and have a passion for excellence, achieving multiple awards including the Order of Excellence in Quality, from Excellence Canada. As part of our team, the things you do are key to helping us achieve our shared vision of helping seniors live longer, better. Oh, and you’ll also have a lot of fun doing it. Want to join us?

ACCOUNTABILITY OBJECTIVE

Under the direct supervision of General Counsel, this role will be responsible for the following functions,

1. Investor relations including all correspondence to and from the investors

2. Corporate secretary including organizing, attending and taking minutes of all meetings

3. Finance support including bank account openings and preparing annual T5 slips hard return.

The ability and discretion to handle confidential information will be essential. This role requires a high degree of collaboration and communication with investors, the development team, lenders, lawyers, Board members, and the Finance team.

There are currently 35 entities for which this person will be responsible for keeping track of corporate records and investor relations.

BACKGROUND / QUALIFICATIONS

• Four-year degree (Legal, Business, Finance or Accounting, Communications degree, highly preferred) and 1+ year financial support experience, administrative experience, or investor relations experience; or equivalent combination of education and experience.
• Advanced skills in MS Office products including SAGE, Excel, Word, PowerPoint and Outlook; proficiency with Internet applications.

• Legal and Financial acumen with working knowledge of financial statements and analytical methods.
• Highly developed attention to detail.
• Strong analytical and quantitative skills.

• Excellent customer service skills with the ability to connect easily with others in person and by phone.
• Excellent written communication skills including proper grammar and professional writing.
• Exceptional organizational skills, ability to prioritize and manage multiple tasks.
• Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
• Ability to manage multiple initiatives under pressure to meet deadlines.
• Self-motivated and collaborative team-oriented player with a positive attitude.
• Ability to organize workflow processes and coordinate with others to achieve desired outcomes.

KEY RESPONSIBILITIES

Annual General Meetings

• Acts as primary contact for all matters AGM related
• Prepares AGM documents.
• Prepares notices, proxies*, proxy collection/quorum calculation, co-ordinates with Operations, the CEO/President and the Development Office for the preparation of PowerPoint presentations for the AGMS, attends the AGM and prepares minutes for each entity.

Board, Partners, Investors and Committee Meetings

• Coordinates and schedules Board, Investor, Partner and Committee meetings
• Communicates with Operations team members and Finance team members to develop material delivery dates and oversees the consolidation, review and delivery of all materials
• Ensures that meetings comply with governing and/or management agreements in terms of materials presented, those in attendance, notice, etc.
• Prepares notices, proxies, agendas and minutes for all meetings.
• Coordinates, as appropriate, on follow up items identified in meetings.
• Collect attendance and coordinate payments for meeting attendance

Investor and General

Correspondence and communication with investors, including securing initial documentation requirements, banking information where necessary, contact information, proficient preparation and circulation of documents.

• Streamline, prepare and disseminate distribution of investor statements, distributions, letters and miscellaneous documents, including preparation of a schedule for regular correspondence to the different investor groups, preparing initial drafts of all correspondence to investors, working with CEO/President to finalize, sending out correspondence and dealing with follow ups from investors.
• Distribute cheques and quarterly updates to investors as required. Co-ordinating with the Finance department to develop a timeline/deliverable dates for the payment of distributions and materials needed for updates to investors.
• General correspondence with investors, banks, accountants, law firms, owners, etc.
• Tax specific correspondence during tax season with investors and their accountants for details concerning investment, tax slips, historical data, etc.
• Oversee meeting logistics for Investors meetings including location, technology needs and setup and other logistics.
• Coordinate investor cross-sales, investments and share/unit repurchases

Finance

• Manage and maintain bank account listing and signing officer lists. Including opening new bank accounts, liaising with bank to prepare documentation to update signatories.

Accounting and Tax

• Support the year end audit process of requested documents in terms of Board items, investor information, etc.
• Liaise with auditors in their preparation and submission of business filings to Canada Revenue Agency, etc.
• Provides year-end distribution amounts to report on T5’s and total annual distribution amounts (specifying between types of distributions) for relay to auditors.
• Prepares T5 statements and circulates to investors.
• Review and circulate T5013 statements.

General

• Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills.
• Complies with all corporate policies and procedures.
• Completes all required mandatory training/education.
• Other related duties as assigned.

Please note: This is a Full-time 15 Month Contract Position

Verve Senior Living is an inclusive, equitable and accessible workplace. We are dedicated to building a team that reflects the diversity of the residents and communities in which we live and serve. If you require accommodation for any portion of the recruitment and hiring process, please let us know.

All offers of employment are subject to a Criminal Background Check. We thank all who apply; however, only candidates under consideration will be contacted.