Board Specialist

at  Healthcare of Ontario Pension Plan HOOPP

Why you’ll love working here:

• high-performance, people-focused culture
• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team’s diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)
• optional post-retirement health and dental benefits subsidized at 50%
• yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees
• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary
The Board Specialist will join the Legal Services & Governance division at HOOPP, reporting to the Associate Director, Board Operations & Assistant Board Secretary. The role will support the management of Board governance, policies, practices, and procedures and provides secretarial support to the Board, as well as its standing Committees. The Board Specialist will act as the recording secretary for meetings of the Board and its standing committees (the “Committees”). The Board Specialist will play a key role in developing and maintaining meeting agendas and workplans, planning and executing Board-related meetings, information and records management, developing meeting materials, coordinating the production and distribution of materials with stakeholders across the organization, providing guidance to others within the organization on Board materials, and the ongoing management of the Board website and the Board Secretariat’s intranet page.
What you will do:

The Board Specialist will support the Associate Director/ Assistant Board Secretary in the following:

• Drafting complete and accurate minutes of Board, Committee, and Working Group meetings, as well as agenda item summary pages and draft resolutions for review and approval by the Assistant Board Secretary.
• Managing ongoing Board operations, as well as quarterly and annual Board processes.
• Co-ordinating the end-to-end processes to effectively conduct all Board and Committee meetings (onsite and hybrid), ensuring appropriate scheduling, access, and availability of materials and arranging and recording the attendance of Board members, HOOPP staff, advisors, and presenters.
• Co-ordinating ad hoc Board and Committee meetings and arranging for and record secure electronic voting.
• Maintaining a consistent and appropriate format for Board and Committee meeting documents and works with staff across the organization to ensure the information meets established standards and requirements.
• Preparing standard item meeting materials for Board and Committee meetings for the review of the Assistant Board Secretary.
• Coordinating the Board meeting packages process, including aggregating, reviewing, and creating secure PDF Board and Committee meeting packages for Board members, Advisors, and management, and posting such meeting packages to the Board website, in accordance with required timelines and standards and upon approval by the Assistant Board Secretary; Identifying and reporting issues of non-compliance to the Assistant Board Secretary.
• Ensuring all Board records and information are organized, safely stored, and readily accessible to Board members, and HOOPP’s senior management.
• Partnering with the IT and Corporate Services divisions to ensure the Board has the technical support and facility services necessary to operate effectively.
• Preparing post-meeting “Action Lists” and Board and Committee “Matters Arising” reports and managing follow-up reporting to ensure all items are tracked, reported, and responded to in a timely manner.
• Managing Board and Committee work plans and mandates, including to account for interdependencies and to resolve discrepancies to ensure consistency.
• Planning and managing Board and Committee meetings and material schedules and ensuring divisional Executive Assistants and other applicable staff are kept up to date on changes to key dates and deliverables.
• Ensuring the secure maintenance and timely update of all Board member appointment records and terms, roles, and contact information.
• Managing the Board policy resource sites on the Board website and Board Secretariat intranet page.
• Providing Board process improvement- and project management-related support to the Assistant Board Secretary, including the investigation, piloting, and potential implementation and adoption of tools and technologies to improve current processes.
• Such other responsibilities as may be assigned from time-to-time at the discretion of the Assistant Board Secretary.

What you will bring:

• Post-secondary college diploma or university degree in a related discipline (e.g. legal assistant or law clerk), and/or Governance Professionals of Canada designation or certification in Corporate Governance is considered an asset. Minimum of 5 years of experience in a Board Secretary support or similar role, ideally in the pension or financial sector.
• Knowledge of corporate governance principles and practices.
• High level of professionalism.
• Calm under pressure and able to work within strict timelines, to meet deadlines, and manage conflicting priorities.
• Excellent organization and project management skills, including the ability to execute project plans, set timetables and monitor workflow and effectiveness.
• Team-first attitude and preference for working in a collaborative environment.
• Strong attention to detail, accuracy, and completeness.
• Excellent judgment in dealing with confidential and sensitive governance matters.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and who works well across all levels of the organization.
• Experience working with board- and committee-related software applications and similar tools and technologies.
• Advanced computer skills including Adobe and Microsoft Office Suite.
• Exemplify HOOPP’s core values: professionalism, accountability, collaboration, compassion, and trustworthiness.

Please refer the Job description for details