Board Liaison

RJC Engineers•Toronto, ON

12h•CA$80,000 - CA$100,000•Onsite

About The Position

The Board Liaison serves as the critical administrative link between RJC's Board Chair and its Executive Leadership. Reporting to an Executive Principal, with a dotted-line reporting to the Board Chair, this role is responsible for supporting the day-to-day activities of the Board and the associated Committee portfolio, as well as providing support to the Executive Assistant.

Requirements

Certification or degree in Business or Public Administration, or a related field is preferred.
5 to 7 years of administrative experience, preferably at the Executive level.
2+ years of experience working with governance processes.
Exceptional organization Manages complex calendars, travel, meetings, and priorities with precision.
Time management Knows what’s urgent versus essential.
Communication skills Clear, concise, and professional (written and verbal).
Attention to detail Consistently ensuring accuracy and thoroughness in every task.
Technology literate Comfortable with productivity tools (email, calendars, Word, Excel, etc.).
Projects coordination Tracks deadlines, follows up, and keeps initiatives moving.
Reliability and accountability: Follow through consistently.
Proactivity: Acts without being asked.
Resilience under pressure: Performs well in fast-paced, high-stakes environments.
Integrity: Trustworthy and ethical.
Confident humility: Self-assured while remaining supportive.
Creative mindset with a proactive approach
Supportive teammate and trusted advisor
Accountable, reliable, and quality-focused
Committed to continuous learning and improvement
Leads self and others with purpose and professionalism

Responsibilities

Assist in the planning and organization of all meetings of the Board and its associated committees (Finance Committee, HRCC and Governance), including the Annual General Meeting, and Board Strategy Offsite.
Responsible for the logistics of the Board meeting materials including: Gather and consolidate all Board package materials including presentations, briefing notes, and supporting documents from multiple contributors.
Monitor updates ensuring the most current versions are captured, resolving discrepancies between drafts, and organizing all finalized files into a complete, accurate, and ready‑to‑publish Board package.
Ensure appropriate notice periods (mailing deadlines) are met.
Develop and manage the annual Board and Committee calendar, ensuring all meeting dates align with financial reporting cycles and support effective sequencing across the firm.
Attend all meetings (in-person and virtual) to record comprehensive, accurate minutes and track follow-up action items.
Create accurate meeting minutes and work with Executive and Board Chair to ensure prompt turnaround times and distribute to appropriate individuals for approval.
Maintain the corporate minute books (i.e., Board, Finance, HRCC and Governance).
Responsible for maintenance of the Board’s Annual Work Plan.
Maintain the Governance Manual (Articles, Terms of Reference, Policies, Guidelines).
Act as the primary point of contact fielding inquiries and facilitating communication between the Board and Executive Leadership.
Support the Executive Assistant as requested.