Corporate Administrator

On behalf of our client, Highbury Asset Management Inc. we are searching for a capable, and detail-oriented Corporate Administrator in Victoria, BC, to manage their core corporate, legal-administrative, and property administration functions across their diverse group of privately held companies, trusts, and real estate assets.

Do you bring experience in corporate administration, legal administration, governance support, or paralegal style roles? This is an opportunity to be a trusted steward of corporate and property records within a long-standing, privately held business group. If you value precision, accountability, and continuity, this new opportunity will provide you with a stable and meaningful professional home.

This role is central to maintaining corporate compliance, governance records, and administrative continuity across the organization. It is a structured, process-driven position focused on accuracy, follow-through, and long-term stewardship of records and obligations to ensure corporate, legal, and property administration obligations are met consistently and accurately.

Why consider this opportunity?

Our client is offering a stable, long-term role with predictable workflows and a supportive work environment.

The salary offered is $75,000 – $85,000 per year, commensurate with experience and qualifications. This range reflects local Victoria market rates for experienced corporate administrators and legal-administrative professionals and recognizes the responsibility associated with managing corporate records, regulatory filings, leases, and multi-entity administration.

Benefits include:

• Extended medical and dental coverage
• Paid vacation and statutory holidays
• Access to confidential counselling and wellness support services
• A generous employee discount on grocery purchases
• Flexibility in scheduling, including the possibility of a 0.8 FTE arrangement for the right candidate

Key Responsibilities Include:

Corporate Records and Governance

• Maintain corporate and trust minute books, including annual updates and resolutions
• Prepare and file annual reports and annual director/shareholder minutes
• Coordinate the circulation, execution, and tracking of signatures for corporate, shareholder, and trustee documents
• Prepare shareholder and trustee resolutions, including dividend declarations
• Maintain and update shareholder agreements and corporate reorganization documentation
• Incorporate new companies and assist with the creation of new trusts
• Maintain transparency registers and other statutory records as required
• Track historical records relating to dividends, loans, and trust distributions

Regulatory Filings and Systems

• Manage filings and reporting through BC Online, BCeID, and related provincial systems
• Track and manage BC Online account balances and coordinate expense reporting to accounting
• Access and manage Land Title records, including pulling titles, mortgages, easements, and strata plans
• Prepare and submit required filings for regulated entities (e.g., LCRB reporting, pharmacy attestations)

Lease and Property Administration

• Prepare and administer commercial and residential leases, including renewals and notices
• Track lease terms, renewal dates, and rent increase notices
• Support residential tenancy administration, including trailer park tenancy renewals and rent increases
• Assist with residential purchase and sale agreements, including offers to purchase
• Coordinate and track insurance policies and renewals

Property Tax and Assessment Support

• Maintain property tax tracking and payment schedules
• Review BC Assessment notices and support appeal analysis annually
• Maintain centralized records for assessed values and tax obligations

Records Management

• Maintain and organize physical and electronic corporate records
• Coordinate filing, retention, and secure shredding of legacy documents
• Maintain accurate indexes of where records are stored (physical and digital)

Financial and Administrative Support (Non-Accounting)

• Maintain historical schedules relating to dividends, loans, and inter-entity balances
• Support trust accounting administration (CaseWare familiarity an asset, though activity is limited)
• Coordinate information flow to accounting for proper recording and reconciliation

Our Ideal Corporate Administrator Candidate:

• Has experience in corporate administration, legal administration, governance support, or paralegal-style roles
• Has experience with BC Online, Land Titles, or similar registry systems (or can learn quickly) and is comfortable managing complex records across multiple entities
• Is proficient with core business software, including Microsoft Office (Word, Excel, Outlook), Microsoft Teams, and experience using corporate records and minute book management software (for example, MinuteBox or similar platforms).
• Is highly organized, methodical, and detail-oriented
• Understands the importance of confidentiality, accuracy, and compliance
• Works well independently and follows established processes
• Is comfortable interacting with lawyers, accountants, regulators, and internal stakeholders
• Values stability, structure, and long-term contribution over variety or visibility

How to apply:

Please review the full Job Description to learn more about the role and send a resume that clearly outlines your related experience and skillset to TallSky Consulting. This is an in-office role in Victoria, BC.

We thank all candidates who apply; however, after initial acknowledgement of application, only those selected for further consideration will be contacted.