Board Coordinator

2 weeks ago

Toronto, Canada Metrolinx Full time

**Metrolinx** is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto's subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.

Our Corporate Secretary's Office within Legal Services is seeking a Board Coordinator to perform a wide range of planning, coordination, management and administrative duties for the effective and efficient delivery of the Metrolinx Board and committee meetings, and the day-to-day operation of the Corporate Secretary's office, including providing administrative support to management level staff, and coordinating various day-to-day functions and related projects.

**What can I expect to do in this role?**:
**What will I be doing?**
Reporting to the Senior Advisor, Board Governance, assists in the coordination, completion and administration of Board and Committee meetings including but not limited to:

- tracking meeting and timelines for submitting reports, liaising with staff across Metrolinx as appropriate
- finalizing, logging, and distributing reports for meetings to all intended recipients in accordance with established timelines
- Provides dedicated support to the Senior Advisor, Board Governance and other team members within the
Corporate Secretary's Office on Board meeting preparation and facilitation including but not limited to:

- maintaining the Board and Committee meeting calendars and invitations
- making logístical meeting arrangements for both closed and open (public) Board and Committee meetings including, confirming availability/quorum, booking boardrooms, facilitating Board/staff and others' attendance, working with third party A/V service providers, technical staff, etc.
- recording Board member meeting attendance, and processing and payment of Board remuneration
- Supports Board Members on:

- processing course/training requests and registrations, and the payment of expense claims
- scheduling and managing meeting calendars, materials and technology
- Arranges in-person, virtual and hybrid meetings, involving multiple internal/external participants, and makes all logístical meeting arrangements (e.g. coordinating boardroom bookings, luncheons, and arranging travel and accommodations)
- Sets up and maintains office filing systems, including correspondence, papers, minutes, reports and related administrative records related to Board and Committee meetings
- Provides administrative support services to the Corporate Secretary's Office, some of which, may be specialized and unique
- Produces documents for various audiences, including bulletins, meeting minutes, letters, policy
- Organizes corporate travel arrangements for board meetings, including hotel accommodations, and adheres to all corporate requirements related to corporate travel
- Identifies and recommends methods to improve administrative systems and business functions to maximize office efficiency and effectiveness. Familiarity and/or experience with LEAN Principles is beneficial.
- Maintains records, manuals and policies affecting directors and Board meeting processes and procedures
- Monitors and reconciles budgets for assigned offices, prepares and submits expenses
- Conducts procurement activities for the office (e.g. purchasing office supplies, and other goods and services, verifying invoices and bringing discrepancies to the managers' attention with recommendations for resolution), in compliance with corporate procedures

**How do I qualify?**:
**What skills & qualifications do I need?**:

- Completion of a post-secondary school diploma in a related discipline such as Office Administration - or a combination of education, training and experience deemed equivalent
- Minimum two (2) years' experience providing executive support and administrative services in a governance setting or to senior level executives.
- Legal experience in a law department or a law firm is beneficial. Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minutes taking; developing presentations; organizing and coordinating meetings, in person, virtual and hybrid meetings; making travel and meal arrangements; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.)
- Strong organization and record keeping skills and the ability to assimilate and handle a large volume of information. Ability to organize/coordinate through a highly detailed and time-consuming board reporting process, which requires numerous version controls amongst key internal

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