Committee Secretary

Reporting to the Director, AC Board Secretariat and Associate Corporate Secretary, the Committee Secretary & Governance Analyst is responsible for secretarial, project management and administrative duties in support of a wide range of initiatives associated with the AC Board Secretariat.

**RESPONSIBILITIES**:
**Committee Secretary Duties**:
Serves as Committee Secretary for the Standing Committees of the AC Board, including the preparation and distribution of agendas and reports, attendance at Committee meetings, and preparation of Chair’s speaking notes and minutes.
Liaises with the appropriate Executive and Management Leads, the Corporate Secretary, and the Director, Board Secretariat and Associate Corporate Secretary in the coordination and preparation of Committee agendas and reports.
Responsible for monitoring and tracking the development of reports and presentation materials for all meetings.
Proofreads and reformats all Committee documents to ensure consistency and accuracy.
Drafts communications, memoranda and reports on behalf of executives by identifying required information and researching and gathering background information from appropriate sources.
Responsible for document control - working with multiple versions of documents ensuring that accurate and complete final versions are posted in the electronic board book on the secure Board portal and filed in a timely manner in the electronic document management system for future retrieval.
Liaises with the Committee Chair and Committee members during meetings to troubleshoot logístical and technical issues.
Updates and revises the list of issues arising from the meetings and Committee work plans following all meetings, ensuring that all outstanding items and work plan items are included on subsequent Committee agendas.
Responsible for scheduling all Board and Committee meetings three years in advance and maintaining and updating electronic calendar invitations for attendees at each meeting.
Ensures that the Records and Information Management Program is adhered to with responsibility for files of the Board Secretariat including cataloguing all board records and conducting information searches in the electronic document management system as required by the business.
Responsible for handling and sending confidential and sensitive communications to the Board and Executive Leadership Team in an appropriate manner.
Other Administrative Duties
Provides administrative support to the Board Chair and 14 Board members including scheduling of meetings, processing of expenses, registration at educational programs, and tracking of continuing professional development credits, etc.
Provides technical support to the Board Chair and 14 Board members including training and ongoing assistance with videoconferencing and board portal technologies.
Provides secretarial and logístical support to Management Committees as assigned.

**Project Management Duties**:
Leads, plans and implements the project plan, including development of project plans and delegation of work.
Manages resources according to time and financial budget and completes project within anticipated time frame; seeks efficiencies to correct time shifts from project plan, reshuffles priorities as required based on scope change and proactively communicates with Management on changes to project timeline.
Facilitates project meetings and produces meeting minutes and management updates to report on project status.
Resolves project issues through direct action or escalation when necessary.
Communicates with assigned team to ensure on-time completion of planned tasks.
Evaluates requirements and utilizes business processes, procedures and systems to meet project needs.
Supports assigned team with project-related issues.
Demonstrates excellent judgment when dealing with both internal and external clients, providing prompt accurate information in a courteous and professional manner.

**QUALIFICATIONS**:
5+ years of relevant work experience, preferably in the financial services industry.
Advanced technological knowledge to conduct remote meetings utilizing videoconferencing and board portal technologies.
Well-developed written communication skills with experience in minute-taking and drafting/formatting of presentations, reporting and other documents for executives with mínimal direction.
High level of interpersonal skills and ability to effectively and positively interact with individuals across all levels of the organization, including Senior Executives and Board members.
Strong attention to detail.
Proficiency in research techniques.
Works independently with mínimal supervision.
Ability to exercise good judgment, tact and discretion as well as the ability to work with highly confidential data with maturity and professionalism.
Willingness to be flexible and adaptable to changing priorities, balancing between multiple projects and day-to-day tasks to meet tight timelines.

**Our story**:
Founded in 1962, OME