Governance Administrator

at  ACI World

About ACI
Airports Council International (ACI) is the global trade representative of the world’s airports. Established in 1991, ACI represents and advocates airports’ interests with governments and international organizations such as ICAO, develops standards, policies, and recommended practices for airports, and provides information and training opportunities to raise standards around the world.
The location
The position is based in Montreal, the world’s international hub for organizations involved in aerospace and aviation. It offers candidates a unique opportunity to work in a global environment and help to improve the overall airport and aviation industry - as well as to help improving the overall passenger experience. The ACI team is comprised of people from many countries and is truly and international environment.

SKILLS AND ABILITIES:

Strong organizational skills with the ability to manage multiple tasks seamlessly and prioritize effectively.
Excellent interpersonal skills to build and maintain relationships with stakeholders, including Board members, ACI Regions, external partners, and staff.
Exceptional written and verbal communication skills in English (proficiency in French and other languages is an asset), including the ability to draft professional correspondence and reports.
Facilitate effective communication between Board members, executives, and external stakeholders.
Proven ability to handle confidential information with discretion and professionalism.
Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams) and Adobe Acrobat.
Resolve issues and challenges related to governance activities promptly and effectively.
Ability to thrive in a fast-paced environment, meet deadlines, and achieve high performance goals.
Resourceful team player who can also work effectively independently.
ACI World Values
Collaboration, Innovation, Accountability, Integrity, and Sustainability
What We Offer
Hybrid work
Full benefits (health, vison and dental), including telemedicine
RRSP company matching contributions
4 weeks of vacation per year
Paid personal/sick days and mental health days
Social events and recognition programs
Opus card discount
Casual dress
Training
Employee rewards and recognition program
Tedy Wellness Spending Accoun

DAY-TO-DAY TASKS:

Develop and maintain strong relationships with Board members and their key contacts under the guidance of the Corporate Secretary.
Support ACI Governance by managing documentation for the Board, Executive Committee (WEC), and Audit Committee (WAC), ensuring timely distribution of materials such as working papers, presentations, and meeting invitations.
Assist in the preparation of corporate governance meetings, delivery of corporate priorities, and ensure internal alignment.
Work closely with the Corporate Secretary to plan and coordinate logistics for Board meetings, including venue selection, accommodation, and transportation.
Coordinate with the hosts on the social components of Board meetings, including receptions, dinners, and cultural activities, to enhance networking and relationship-building among Board members and stakeholders.
Manage invitations, RSVPs, and attendee logistics for Board meetings and related events.
Coordinate audiovisual and technological requirements for meetings and presentations.
Foster close engagement with ACI Regions and Regional Directors’ assistants to support their governance processes, notably Regional Board reports, Special Meetings of Members, and other communication as needed.
Assist in implementing governance policies and procedures to ensure compliance and best practices.
Provide support to the Corporate Secretary to ensure consistent messaging and alignment of positions.

ONGOING TASKS:

Maintain accurate records of Board, Executive Committee, and Audit Committee membership, including mandate dates, in collaboration with regional offices.
Keeping Standing Committee lists updated through Committee Secretaries
Organize and archive records of past Board, WEC, and WAC meetings, ensuring accessibility and compliance with governance protocols.
File and categorize official correspondence and maintain documentation integrity.