Board Governance Specialist

Ontario Teachers' Pension Plan • Toronto, ON

8d • Hybrid

About The Position

Reporting to the Assistant Corporate Secretary, the Board Governance Specialist will assist in managing the operations and administration of Board and Committee meetings, and board processes and programs, including Board Education, Board Effectiveness and Board Orientation. You will provide specialist governance support to the Board of Directors and Executive Leadership Team and be accountable for the administration of two or three board committees. You will collaborate with both internal and external stakeholders including Board Members and Executive Team. The role also involves representing the CEO Office in a highly professional manner, managing multiple tasks independently in a fast-paced environment, establishing priorities quickly, balancing competing priorities, making decisions using sound business judgment, and communicating complex matters concisely.

Requirements

• Undergraduate Degree or equivalent experience/education
• Excellent written and oral communication, proofreading skills, coordination, planning and attention to detail
• Strong technological skills in a variety of areas, including but not limited to Word, Excel, PowerPoint, Teams technology, iPad applications
• Ability to work with minimum supervision
• Strong interpersonal and communication skills to develop relationships with internal and external contacts at all levels
• 5+ years providing coordination/support at senior levels
• Corporate governance experience; including minute taking
• Ability to co-ordinate multiple tasks with a high level of initiative and ability to work well with minimum direction ensuring deadlines are met
• Recognize opportunities and/or issues and proactively exercise judgment

Nice To Haves

• Database and application knowledge such as SharePoint and Diligent/Board portal software is an asset
• Ability to assist in providing training and answering technical questions is strongly preferred

Responsibilities

• Develop and maintain annual work plans and prepare agendas, topic overviews, run sheets, minutes and actions items for assigned committees
• Post materials to Diligent ensuring document submissions received from contributors meet deadlines and process requirements
• Support the Benefits Adjudication Committee hearing process, as required
• Support Board Education; Board Orientation; and Crisis Management programs
• Maintain the Diligent Resource Centre to ensure latest approved documents are posted in a timely manner
• Poll for dates for Special meetings and Education sessions while ensuring that appropriate notice periods are met
• Develop, maintain, and implement effective governance policies and practices
• Arrange annual check-in meetings between Chair of the Board and Board members
• Support Board effectiveness initiatives as outlined in the annual Board Effectiveness Review process
• Assist in rollout of Board Member experience technology and enhancements
• Monitor and triage Board Secretariat inbox and respond to enquiries from a variety of sources using judgement and tact
• Respond to enquiries from board members, as required and maintain the utmost discretion and confidentiality
• Represent the CEO Office in a highly professional manner with tact and diplomacy
• Manage multiple tasks independently in a fast-paced environment, establish priorities quickly and balance competing priorities on an ongoing basis
• Make decisions using sound business judgment
• Communicate complex matters in a concise and simplified way
• Co-ordinate multiple tasks with a high level of initiative, ensuring deadlines are met
• Recognize opportunities and/or issues and proactively exercise judgment
• Attend Board meetings/Assist with logistics and liase with IT in case of technology issues
• Update and maintain Board Meeting Schedule
• Draft resolutions for regular and special Board and Committee meetings
• Maintain Board Governance Handbook and board administration policies and processes
• Maintain updated versions of all Terms of Reference and manage board content on OTPP website (bios, terms of reference, committee appointments) to ensure latest approved documents are posted in a timely manner

Benefits

• Pay-for-performance with base salary and annual incentive based on individual and enterprise performance
• Numerous opportunities for professional growth and development
• Comprehensive employer paid benefits coverage
• Retirement income through a defined benefit pension plan
• The opportunity to invest back into the fund through our Deferred Incentive Program
• A flexible work environment combining in office collaboration and remote working
• Competitive time off
• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
• Employee discount programs including Edvantage and Perkopolis

What This Job Offers

• Job Type: Full-time
• Career Level: Senior