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Associate - Board Support Services COE

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Waystone Governance Ltd.

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Location:
Canada , Waterloo

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Category:
Finance

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Contract Type:
Not provided

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Salary:

50000.00 - 70000.00 CAD / Year
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Job Description:

Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide. The successful candidate will be responsible for drafting minutes in respect of Cayman Islands domiciled funds.

Job Responsibility:

  • Draft minutes that reflect key deliberations and strategic points for Cayman Islands domiciled funds
  • Attend meetings when necessary to capture accurate records of discussions, decisions and action items
  • Ensure minutes adhere to organizational templates, governance standards, and confidentiality requirements
  • Deliver first-draft minutes within agreed timelines and manage the review process with the relevant stakeholders
  • Incorporate feedback and maintain version control to produce polished, approved final minutes
  • Complete Document Execution Form for signing of minutes and file minutes securely in accordance with the team’s procedures
  • Extract and record action items, maintaining Action Point Log where required
  • Provide quality oversight and guidance to junior minute takers to support consistency and accuracy across the team
  • Serve as the first point of contact for queries from junior team members
  • Respond to internal queries related to minutes and meeting records
  • Undertake minutes-related project work as assigned
  • Assist with the management and support of projects impacting the minutes team
  • Track team deliverables and keep all relevant trackers updated
  • Follow established minutes team procedures

Requirements:

  • Strong command of the English language with excellent grammar, spelling, and written communication skills
  • At least two years of relevant company secretarial or governance experience, ideally including exposure to the funds sector
  • Highly self-motivated, proactive, and comfortable working in a fast-paced environment with tight deadlines
  • Exceptional attention to detail and the ability to capture complex discussions accurately and impartially
  • Strong organisational, time-management, and multitasking abilities
  • Excellent interpersonal skills and the confidence to engage professionally with senior stakeholders
  • Ability to maintain confidentiality
  • Ability to work both independently and as a supportive resource for junior team members
  • Adaptability in contributing to process improvements, project work, and evolving team needs
  • Proficiency in Microsoft Office
  • Familiarity with document management or board portal systems
  • Commitment to quality, consistency, and adherence to established procedures and governance standards
  • An appropriate degree

Additional Information:

Job Posted:
March 05, 2026

Employment Type:
Fulltime
Work Type:
Hybrid work
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