Administrative Assistant, Board Operations

3 months ago

Toronto, Canada Healthcare of Ontario Pension Plan (HOOPP) Full time

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 50 - 60 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 relationship-builder with the ability to develop trust and confidence and work effectively and collaboratively with individuals across multiple functions and levels- Excellent judgment and problem-solving skills- Results-oriented 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- 4 - 5-year administrative support experience in a corporate business environment or legal department- Experience in Board operations is an asset

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