Manager, Board Governance

6 months ago

Ottawa, Canada Canadian Bar Association Full time

**Position Summary**

Reporting to the Chief Executive Officer (CEO), the Manager, Board Governance provides confidential executive support to the President and Board of Directors. This role is responsible for handling confidential matters, liaising with internal and external groups, preparing reports and correspondence, ensuring coordination with the CBA’s senior team and staff, organizing meetings, and supporting the CEO, President, and the Board of Directors.

The Manager, Board Governance requires a high level of professionalism, integrity, and discretion. The Manager must be able to prioritize and multi-task, be flexible and collegial, and produce high-quality and accurate work.

This individual is self-motivated with the ability to perform high-level duties with mínimal supervision. Given the key role the Manager and board Governance hold in managing internal and external relationships, they are expected to execute their responsibilities professionally and to strictly maintain confidential information as appropriate for a position of trust for the organization. Working strategically with the CEO, the manager must be proactive in assessing the needs of the Executive Team and Board.

**Location**

66 Slater Street, Suite 1200, Ottawa, ON

**Languages**

The CBA delivers services in both of Canada’s official languages. Fluent bilingual skills, both written and oral, are mandatory.

**Annual Salary**

$92,700 per year

**Responsibilities**
- Acts as a conduit between the office of the CEO and the Board of Directors.
- Engages actively on matters relating to board governance affairs.
- Manages and coordinates annual budget preparation (total of 9 budgets).
- Manages Board expenses when submitted coordinating various financial processes including the tracking and follow-up of payment of Board Expenses.
- Provides administrative support to the CEO, including daily review of and, as appropriate, response to correspondence and requests.
- Provide comprehensive support to the Board of Directors and the Governance & Equity Committee (agendas, minutes, etc).
- Creates and updates draft agendas and distributes materials to the Executive Team and Board of Directors for all meetings of the Board, Leadership Forum, Executive Team, and individual meetings of the CBA President and Vice-President.
- Maintains Board Terms of Reference, Board Policies and Procedures, and Board Orientation information.
- Creates yearly governance meeting schedules for the Executive Team, the Board of Directors, and the Governance and Equity Committee.
- Keeps an eye on Judicial Appointments on a weekly basis and drafts congratulation letters as required.
- Coordinates travel and all meeting arrangements including hotel and flights for the Executive Team, Board of Directors, Board Committees, and Leadership Forum.
- Set up calls, and virtual and in-person meetings for the Executive Team, Board of Directors, Board Committees, and Leadership Forum.
- Manages meeting logistics (meeting space, meals, and refreshments) for the Executive Team and Board of Directors.
- Attends meetings and assumes responsibility for in-person or virtual meetings which includes agenda preparation, minute-taking, and corresponding materials for distribution to meeting participants. This includes managing any follow-up documentation or action/bring-forward items.
- Coordinates the President’s Dinner, dinner with the Supreme Court, Leadership Forum meetings, and other major events as assigned.
- Provides assistance to the Advocacy Dept with the Annual General Meeting (AGM) logistics (hotel location, accommodations, correspondence to external stakeholders).
- Management of several inboxes (including President, CBA Awards, CBA Elections, CBA Board of Directors).
- Distributes a bi-weekly update of the President’s itinerary to internal staff (Comms & Advocacy).
- Coordinates and organizes requests for communications support for members of the Executive Team.
- Coordinates a bi-weekly Executive Meeting (includes President, VP, CEO, ED Advocacy) including agenda building, annotated agenda for CEO and related documentation.
- Confirms Executive Team, Board Members, Branch Presidents, Branch VPs, Branch Board Members, and other Committee information and keeps database (iMIS) lists current.
- Management of several SharePoint portals: the Board of Directors, Branch Presidents, Governance & Equity, Awards and AGM, triaging.
- Coordinates with any third-party provider retained for minute-taking and simultaneous interpretation services.
- Coordinates the election processes for the Vice-President, Board members, and Committee/Subcommittee members, in coordination with Communications and Advocacy. Provides all administrative support for these processes.
- Management of the Awards portfolio (President’s, Jack Innes, Ramon John Hnatyshyn, Douglas Miller Rising Star, and Louis St-Laurent).
- Management of yearly CBA filings through WeirFoulds.
- Other administrative duties

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