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Committee Secretary

3 months ago

Toronto, Canada Toronto Community Housing Full time

Job #:
**7769**
- Division:
**Legal**
- Vacancy Type:
**Full-time Permanent**
- Affiliation:
**Non-Union: Management & Exempt**
- Contract Length:
- Grade:
**04**
- # of Vacancies:
**1**
- Salary/Hourly Range:
**65,340.00 - 78,408.00**
- Hiring range/wage:
**65,340.00 - 71,874.00**
- Work Details (Days/hours):
**36.25 hour per week, Monday - Friday**
- Posted Date:
**4/21/23**
- Existing or New:
**Existing**
- Deadline to Apply:
**5/12/23**

**What we offer**
- In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

- Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
- Minimum three (3) weeks of paid annual vacation days, increasing with years of service
- Four (4) paid personal days;
- Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
- Health and dental benefits, including a health spending account available upon your start date;
- Employee and family assistance program;
- Maternity and parental leave top up (93% of base salary);
- Training and development programs including tuition reimbursement of $1500 per calendar year;
- Fitness membership discount.

**Hybrid Job**: This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

**Make a difference**

Reporting to the Assistant Corporate Secretary as well as working with the General Counsel and Corporate Secretary, your key responsibilities will include providing corporate secretarial support functions for Toronto Community Housing Corporation’s Board Committees, its Subcommittees and subsidiaries. You will handle confidential and sensitive information concerning the Corporation. You must demonstrate a solid understanding of corporate secretarial and governance practices, a familiarity with AODA requirements in relation to public meeting documentation, a familiarity with WebEx and other Hybrid meeting tools and excellent interpersonal skills with the ability to establish excellent working relationships with individuals at all levels.

Hybrid Job: This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

**What you'll do**
- Record and compose accurate Board, Committee and Sub-Committee minutes for distribution to the Board and Committee members and corporate filings
- Attend all meetings
- Draft minutes for legal review in the required format
- Present the final adopted minutes to each Chair and Assistant Corporate Secretary for signatures and then file them in the respective Committee Minutes Books
- Prepare the agenda and meeting materials for distribution to the Board or Committee members prior to each meeting and distribute same adhering to accessibility requirements.
- Board Portal: Upload meeting materials 7 days prior to each meeting (via internal platform)
- TCHC External Website: Upload public portion of Committee meeting materials 7 days prior to each meeting (via SharePoint) in AODA compliant format
- Hybrid Meetings: attend and support the facilitation of hybrid Committee meetings.
- Provide general administrative support:

- Maintain a master list of attendance of Board members at each committee meeting for purposes of payment and expense reimbursement
- Ensure all meeting logistics are in place for each Committee meeting, such as room booking and confirmation of attendance
- Schedule and manage all Committee meeting appointments and coordinate ad-hoc meetings as required
- Liaise with Toronto Community Housing residents and provide them with information as per their requests
- Update the Committee report templates as necessary
- Provide updates for the external website with respect to all Committee meetings
- Acting as backup to the Board Secretary and assisting with deputation registration as necessary
- Proof, edit, format, and on occasion compose reports, materials and correspondence for the committee chairs and senior executives.
- Corporate file retention:_
- Record all the final reports as required for report number tracking
- File the final signed reports and minutes for each Board or Committee meeting in the appropriate Minutes Book
- General administrative work:_
- Input the WorkForce Connect entries for the payment of the Board members according to their attendance at Board at Committee meetings and update TCHC