Secretariat

6 months ago

Toronto, Canada Mace Full time

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.

Within our Consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.

The project:
The secretariat team is uniquely placed to add value to project delivery, contributing significantly to the speed of decision making, risk mitigation and successful delivery.

Our values shape the way we consult, and define the people we want to join us on our journey, they are:

- Safety first
- Going home safe and well
- Client focus
- Deliver on our promise
- Integrity
- Always do the right thing
- Create opportunity
- for our people to excel.

You’ll be responsible for:

- Providing expert secretariat support for the program’s key governance meetings including 3 levels of control, ensuring that the governance regime and decision-making occurs within authority and, as appropriate, decisions are escalated in line delegated authority thresholds, as set out in the governance and assurance management plan, associated terms of reference and delegation of authority.
- Working closely with directors and senior colleagues across the program to ensure key project and program governance meetings are operating effectively and efficiently.
- Owning and ensuring compliance with processes contribute to the quality of the information going to governance meetings.
- Supporting the chairs to run effective running meetings, including compliance and stage gate support, planning and coordination.
- Owning and implementing the integrated assurance and approval plan for projects including scheduling stage gate meetings, sourcing and constructing the packs, briefing people on requirements and expectations, working with Sponsor’s office and VPs/EVP to ensure expectations are met, coordinating to ensure continued alignment with client processes (and supporting updates to existing processes/ sharing new tools/ templates as necessary), developing draft briefing memos as required and other ad hoc activities to ensure the smooth flow of projects through stage gate process (includes both assurance process and supporting client through formal stage gate process as applicable).

Forecast requirements
- Planning future requirements and briefings, forecasting requirements for future inputs, meetings, reviews and other supporting assurance activities in collaboration with the wider project team, and will own implementation the 3 lines of control, assurance and reporting requirements (i.e. inputs and workback plans for festival, treasury board, investment panel, etc.).

Training and development
- Developing and owning the Governance 101 module for project onboarding and training.

Owning and ensuring adherence to the integrated RACI
- Implementing both the governance and assurance RACI on behalf of the project, ensuring the Integrated RACIs are implemented across their management areas.
- Developing briefing on the integrated RACIs as part of the Governance 101 training including why governance is fundamental to project success, meetings/terms of reference, processes, best for project decision-making and escalation, single source of the truth, assurance, role of the partners, key dates, etc.

Overarching assurance
- Owning the reporting and assurance calendar and workback plan, including briefing input owners on requirements and cadence to ensure meetings and assurance forums have access to high-quality trusted information to support robust decision-making.

Meeting governance, management and facilitation
- Supporting includes, in change control forums, ExCos, leadership meetings, operational boards, decision boards. Inputs and outputs for other meetings as required (may include preparation of materials for change forums when required for projects; CEO meetings, etc).

Meeting preparation
- Creating meeting cycles in accordance with forum requirements.
- Coordinating senior colleague’s diaries, travel arrangements, meeting room bookings or event spaces for awaydays, conferences and more.
- Managing commission agenda items and ensure papers are submitted by strict deadlines
- Creating, coordinating and signing off agendas with chairs.
- Being in charge of quality assurance of meeting packs: including as content presentation (checking format, typos); content sense checking (is the paper suitable for the intended audience, is it sponsored by appropriate people, does it conflict with any other papers coming to this or another forum).
- Managing the meeting governance, meeting calendar and control of creation of new meetings working closely with the contractor and client leads.
- Forwarding agenda planning, preparing and writing papers, creation and management of actio

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