Corporate Board and Committee Administrator

1 month ago

Ottawa, Canada Hydro Ottawa Full time

Please Note: If you are a current Hydro Ottawa employee with access to Workday, apply to this job via the Workday application.

At Hydro Ottawa, we empower the lives of the people in the communities we serve. 

As the electricity distributor to the Nation’s Capital, our work powers the essential activities that make up our lives - at home, at work and at play. And as Ontario’s largest municipally-owned producer of green power, we are leading the way to a greener tomorrow. 

We are seeking a Corporate Board and Committee Administrator, a strategic thinker who can take initiatives from concept to completion and engineer the way to a smart energy future.

Are you ready to make a difference in our community?

JOB SUMMARY:
 

The Corporate Board and Committee Administrator supports the administration of the activities of the Board(s) and their associated committees and coordinates their activities. As a senior administrative resource they act as a point of contact between the Board(s), Committee(s) and the business.

MAJOR RESPONSIBILITIES

Coordinate the business and activities of the Board(s), committees, and any ad hoc committees struck by the Board(s)

Oversee and coordinate the work flow of the ‘Board and Committee’ office

Serve as a senior administrative resource, providing support and advice on protocol, precedent and procedure

Provide direction and support to proponents to the Board(s) and committee meetings, including coordinating meeting materials, navigation of deadlines, and routing and executive summaries for proposals, presentations, reports and other materials.

Prepare meeting agendas, drafting meeting minutes, coordinating meeting materials, and managing the records of the Board(s) and committees

Complete Corporate Filings

Provide direction and support to Board and Board committee members, and assist with Board member appointments

Create, draft or review processes, procedures, documents, and reports

Respond to enquiries from, and serve as a governance resource to the Board members

Other projects and duties as assigned by the Associate Corporate Secretary and Governance Officer

Create the Annual Board and Committee Calendars

Create the Annual Advance Agenda

Update Annual Committee Work Plans

Prepare the agendas, meeting material, reports and minutes for Hydro Ottawa Holding Inc. and its subsidiary companies

Coordinate and support the Board Strategic Planning Session, including venue selection, room preparation, catering, audio visual and teleconferencing requirements

Assist with the annual review of all corporate governance documents, including mandates, charters, position descriptions and board policies.

Assist with New Board Member onboarding and Director offboarding

Coordinate training and development programming for Board members

Assist the Associate Corporate Secretary and Governance Officer with the Annual Board Assessment, Annual Board profile review, and Board Member Recruitment

Provide Board Member support, including attendance records, calculating meeting fees payable, processing expense claims and arranging out of town travel and accommodations

Responsible for Board and Committee Records Management and handling requests for information, research and access to records

Provide support for the development of the Annual Report and the Annual General Meeting of the Shareholder

Manage and trouble-shoot the Board portal

Conduct due diligence and contract management related to Board portal software applications

Assist with the development and maintenance of Corporate Governance Operational Procedures

Serve as liaison for Board members, Officers, Shareholders, Executive Management and External Agencies

EDUCATION AND EXPERIENCE

Post-secondary education in a related field

Experience as a corporate law clerk or paralegal in a law firm or in-house legal department, preferably with experience supporting governance or transactional work

Experience in corporate maintenance and governance matters related to both corporations and limited partnerships

Familiarity with corporate legislation including but not limited to the OBCA, CBCA, LPA

Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements

Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace, board portal software such as Diligent

English essential, both oral and written; Bilingual (English/French) considered an asset

This is a management group opportunity and salary will be commensurate with qualifications.

Hydro Ottawa offers a Hybrid Work Model. Hybrid work is position specific, the details of which the hybrid model will be discussed with successful candidates.

Location:

Ottawa, ON

Pay Range Minimum:

$58,456.35

Pay Range Maximum:

$87,739.37

Posting End Date (if applicable):

May 29, 2024

Hydro Ottawa is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.

Applicants must be legally entitled to work in Canada.

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