Board Governance Specialist

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

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; 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.

Ability to work with minimum supervision

Strong interpersonal and communication skills to develop relationships with internal and external contacts at all levels.

Contacts include:
Board members, Executive Team, Senior Leaders; other OTPP staff at all levels;
Plan sponsors and assistants; other external contacts such as senior leaders at other pension plans and appellant representation (where applicable).

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