Job Id #30688: Coordinator, Board Governance

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
- **Job ID #30688: Coordinator, Board Governance & Administration**:

- **Union**: Non-Union
- **Job Description ID #: XXXX**:
Reporting to the Chief Executive Officer (CEO) of CityHousing Hamilton Corporation (CHH), the Coordinator works to provide optimal organizational performance through confidential support to the CEO and the CHH Board of Directors through effective coordination of corporate governance activities and compliance with applicable legislation and Board direction.

The Coordinator also coordinates staff reports and provides administration support for all sections within CHH, which includes Operations, Finance & Administration and Portfolio Management. Schedules Board and committee meetings, prepares agendas, tracks and follows-up on outstanding items.

**GENERAL DUTIES**
- Responsible for the effective coordination of CHH Board and Committee meetings.
- Responsible for the preparation of agendas, minutes, and maintains a registry of business arising/outstanding business items.
- Provides procedural advice and legislative assistance to the CHH President/Chair (or acting Chair), as required.
- Responsible for ensuring notifications are sent to all interested parties of meetings in accordance with corporate by-laws and legislative requirements.
- Set up CHH Board meetings on YouTube.
- Attends agenda review meetings, as required.
- Develops and maintains the CHH schedule of Board and Committee meetings.
- Liaises with Board of Directors, Elected Officials, Senior Management Team, staff, stakeholders, and other levels of government on issues. Coordinates with City of Hamilton’s Clerks department on meetings of the CityHousing Hamilton Sole Shareholder.
- Maintains record of Board Directors with declared conflicts; ensures proper declarations are submitted and maintained as part of the Corporate Records.
- Notifies CHH’s Solicitor of Record when there are changes in Board Directors and/or Officer appointments. Assists in completing the Ontario corporate filings required under the Ontario Business Corporations Act as needed.
- Acts as administrative coordinator and key liaison to the CEO. Provides resource leadership and assumes responsibility for administrative/office management. Works independently, with mínimal or no supervision, on multiple priorities and ensures deadlines are adhered to and established procedures followed.
- On behalf of the CEO, I directly liaise with elected officials, media, tenants, CHH Department leaders and staff, internal and external contacts with respect to the organization’s functions.
- Provides administrative supports to the CEO and Communications Coordinator in the creation and response to communications, investigations, to political, media and public inquiries, and liaises with external agencies.
- Proofreads, formats, and gathers additional details as needed for the preparation of reports on a variety of matters, both confidential and routine.
- Prepares replies on non-routine matters for the signature of the CEO.
- Coordinates meetings and calendar of appointments including agendas, documentation, logistics and communication. Follows up on action items, and meeting delegations.
- Provides guidance, and advice to management staff on CHH’s portfolio or related issues.
- Trains/mentors administrative support positions across CHH in administrative matters and policies applicable to CHH. Assists with training of new staff on governance procedures as required.
- Ensures timely processing of cheque requisitions, expense claims and reviews of same for accuracy of descriptions, account numbers, availability of funds; ensures appropriate terms of purchase and leases are exercised.
- Coordinates and arranges all travel, conference and course arrangements, processes travel advances and follows up as appropriate.
- Maintains absence reporting records for the CEO office.
- Develops and maintains confidential and information filing systems.
- Assists in the acquisition and coordination of administrative/office services relating to office space, office equipment, computer, and telephone systems.
- Performs other duties as assigned which are related to the responsibilities of the position.

**QUALIFICATIONS**
- Previous business office experience related to duties listed above, normally acquired through the completion of an Office Administration Program or an equivalent combination of educati