Board Governance Specialist

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** Board Governance Specialist**##
** The opportunity
** 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.##

** Who you'll work with
** You will collaborate with both internal and external stakeholders including Board Members and Executive Team.##
** What you'll do
** Board Administration
* 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 Board Effectiveness
* 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

Board Member Experience
* 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 Office of the CEO
* 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## ##
** What you'll need
*** 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…