Administrative Assistant, Board Operations - Toronto, Canada - Healthcare of Ontario Pension Plan (HOOPP)

Healthcare of Ontario Pension Plan (HOOPP)

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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:

Reporting to the Manager, Board Operations & Assistant Board Secretary the Administrative Assistant provides confidential administrative support to the Board Operations team.

The individual will be detail-oriented, proactive and will have a thorough knowledge and understanding of the Board Operations function.

What you will do:
Committee and Board Meeting Scheduling/Meeting Coordination- Prepares Board-facing meeting schedule, staff meeting and mailing schedule, updates Board website meeting calendar, coordinates outlook calendar invites for Board, staff, external guests and consultants (approximately meetings per year)- Canvasses meeting dates with Board and Committee members to accommodate for schedule changes and ad hoc meetings- Manages in year changes to the meeting schedules- Coordinates with Facilities Solutions & Services department to book and prepare meeting rooms- Coordinates set-up and clean-up of meeting rooms for Board and Committee meetings and coordinate with Information Technology team for required IT services- Coordinate post-meeting activities including distribution of action item lists- Prepares attendee lists, meeting minute templates, action items list templates, and seating plans- Coordinates catering for Board and Committee meetings, education sessions, ad hoc meetings and other Board member related meetings- Ensures meeting presentation decks are consistent with required standards

Records Management- Supports in the organization, review, assembly and delivery of meeting materials to Board members and meeting attendees- Organizes past Board and Committee meeting materials (archiving, etc.)- Organizes policies library- Maintains and updates procedures manual

General Support- Provides general administrative support to Board Operations team, as required- Manages expenses and reporting- Collaborates with assistants and other stakeholders across the organization to share information, best practices, and improve processes- Supports planning of all Board-related events- Supports assigned Board Operations projects by ensuring they are on track and completed within required deadlines- Provides back-up support to Manager, Board Operations & Assistant Board Secretary, as required

What you bring:

High level of professionalism and ability to work in an environment where confidentiality, accuracy, quality and time sensitivity is essential
Excellent written and verbal communication skills
Operations & Assistant Board Secretary appropriately informed
Ability to plan, prioritize and manage multiple projects simultaneously and adapt to competing and changing priorities
Highly collaborative relationshipbuilder with the ability to develop trust and confidence and work effectively and collaboratively with individuals across multiple functions and levels
Excellent judgment and problemsolving skills
Resultsoriented with demonstrated abilities in operational excellence
Demonstrated experience in expense management
Advanced MS Office software skills; must be an expert in Outlook, PowerPoint, Word, Excel; exerpience with Board Management software/portals
Experience with office equipment including: photocopiers, Teams and Zoom teleconferencing, presentation equipment etc.
University or College education or a diploma related to Legal Administration and/or Law Clerk or equivalent year administrative support experience in a corporate business environment or legal department
Experience in Board operations is an asset