Governance Services Specialist - Toronto, Canada - OPTrust

OPTrust

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Governance Services and Policy Administration Specialist

Department:
Legal Services, Corporate Secretary's Office (CSO)

Type:
Permanent

Location:
Toronto

Posting Date:
February 28, 2023

At OPTrust,
_paying pensions today, preserving pensions for tomorrow_ is our mission and business.

When you choose OPTrust, you join a team of smart, talented people who fuel our success and have a passion for pensions.

Everyone at OPTrust - from London, Toronto, and Sydney - makes a meaningful impact, our environment is fast paced, but we find time to have fun and give back to the community as well.

Our strength resides in our team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone.

What OPTrust Offers You- Unique culture rooted in our core values - collaboration and teamwork, integrity, respect, flexibility, and excellence and continuous improvement - reflected across the team.- Dedicated business strategy for inclusion, diversity and equity with multiple, meaningful opportunities to participate.- Flexible, hybrid work model being implemented to balance the benefits of working from home and the collaborative teamwork experience in the office.- Membership in our world-class defined benefit pension plan.- Professional development opportunities and learning initiatives including access to LinkedIn Learning, in-house speaker series, tuition reimbursement program and professional association memberships.- Comprehensive benefits package focused on your health and wellness, including dental, vision and extended health benefits.- Opportunity to take parental and adoptions leaves to spend time with family.- Competitive vacation package and time away from work such as work-life balance days.

About the Role

To co-ordinate and support the governance and operational activities of the Corporate Secretary's Office in the areas of Management Committee administration and operations, Board operations, and corporate policy coordination and administration.

What You'll Do

Management Committee Operations- Provides corporate secretarial support for all Management Committees, including:

Working with the Chairs of the Management Committees to develop work plans and schedule meetings for the Committees
Working with the Chairs of the Management Committees to develop agendas for each meeting (typically at least quarterly)
Sending out invitations for meetings and coordinating with members of the Committees to obtain materials for the Committee meetings
Distributing meeting materials to attendees.
Attending and taking minutes at each of the meetings
Updating and monitoring the Management Committee page on the Intranet, including posting approved minutes
Providing similar functions to subcommittees of the Management Committees
Provides operational support to the Corporate Secretary, e.g., analyzing/collating survey results

Board Operations- Co-ordinates and schedules all meeting logistics for Board and Committee meetings, including special ad-hoc meetings and conference calls- Prepares room set-up, including audio-visual support- Co-ordinates and plans food and beverage- Co-ordinates and prepares calendar invites and meeting attendance- Liaises with internal staff and Board advisors to ensure all required materials are submitted to the Office of the Corporate Secretary on time.- Works with the CSO Leader to produce materials for Board/Committee and Sponsor meetings and to manage Diligent, the secure portal for Board materials.- Creates and populates Diligent books as required- Co-ordinates and plans Board events such as the annual Board retreat and Board dinners, in consultation with the Corporate Secretary.- Provides administrative support and assistance to Trustees, including travel, accommodations, conference registration, and calendar management- Co-ordinates and arranges new Trustee orientation sessions- Co-ordinates new Board Advisor interviews- Co-ordinates and arranges new Board Advisor orientation sessions- Administers the Board portal (adding new users, deleting new users, password resets, etc.)- Provides back-ups for all duties of the CSO Leader as required- Provides administrative support for the governance activities of the Corporate Secretary

Budget and Vendor Management- Researches suppliers for Board events (hotels, restaurants, etc.), negotiates supplier contracts and manages vendor relationships- Provides administrative assistance for Board RFPs/RFIs- Liaises with Legal Services and Procurement as required to ensure all contracts are reviewed and procurement processes are followed- In consultation with the Corporate Secretary, researches and assists in developing the budget of the Office of the Corporate Secretary for review- Monitors the annual budget and advises the Corporate Secretary on identified key areas of rising/decreasing costs- Liaises with Finance on budget forecasting, accruals and other budget matters- Monitors, processes and see