Board Coordinator

Why you’ll love working here:

• high-performance, people-focused culture

• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves

• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth

• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).

• optional post-retirement health and dental benefits subsidized at 50%

• yoga classes, meditation workshops, nutritional consultations, and wellness seminars

• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary:

You will work with the Board Secretariat team as part of HOOPP’s Legal Services and Governance division. The Legal Services and Governance division provides in-house legal expertise and support to the Board, management, and each operational division to provide legal guidance and protect HOOPP’s investment and business interests. The Board Secretariat is responsible for managing and supporting board effectiveness, governance practices, and operations for HOOPP’s Board of Trustees.

Reporting to the Assistant Board Secretary, the main priority of the Board Coordinator is to support the Board Secretariat team in managing the operations of HOOPP’s Board and Committee cycles, support/lead assigned projects, continuously improving processes, and provide administrative support to the Corporate Secretary. The Board Coordinator maintains a very high degree of accuracy and attention to detail and is highly organized. Confidentiality and discretion are key to this role, as are the delivery of high-quality work in a timely manner and the ability to work efficiently and effectively with a demanding workload. Working in a fast-paced, often complex and highly confidential environment, the Board Coordinator adapts quickly to, and works well under, the frequent changes in the priorities/deadlines of the division and of HOOPP.

What you will do:

Board Cycle Scheduling and Planning

• Contributes to the development of Board and Committee meetings, staff meetings and mailing schedules, and manages updates and changes throughout the year with Board and Committee members

• Books hotel accommodations for Board and Committee members and arranges transportation to and from meetings, as required

• Leads the planning of all Board-related events (e.g., Board dinners and offsite Board retreats) including sourcing and securing venue and accommodations, arranging transportation, and managing logistics

Meeting and Materials Coordination

• Supports the Board Secretariat team with the preparation and distribution of Board materials

• Books meeting rooms and catering for meetings, education sessions, and other Board member-related gatherings held at HOOPP

• Works with HOOPP’s Corporate Services and IT teams to ensure proper configuration and set up meeting rooms to ensure a seamless in-person and hybrid meeting experience

• Supports updating governance materials (including policies and procedures) and the organizing, archiving, and scheduled destruction of Board records according to records management and retention policies

Expense and Compensation Management

• Coordinates quarterly compensation payments to Board and Committee members and processes payments to third-party advisors and consultants, adhering to relevant policies

• Oversees expense claim and payment processes, and prepares timely reporting

Board Operations, Processes and Projects

• Assists with the management of key processes such as onboarding, orientation and education, and offboarding

• Provides project management and coordination to support effective operational delivery across the Board Secretariat team

• Supports/leads the documentation and continuous improvement of assigned Board operational processes

• Supports/leads assigned Board Secretariat projects by ensuring they are kept on track and completed within deadlines

• Collaborates with the Board Secretariat team, executive assistants, and divisional staff across the business to share information, best practices, and inform on process improvements

General Support

• Provides administrative support for the Corporate Secretary, including managing schedules, coordinating meetings, handling correspondence, preparing reports, conducting research, and other tasks as required 

• Responds in a timely fashion to requests for information from various parts of the organization and external parties

• Acts as back-up support to the Assistant Board Secretary and Board Specialists, as required

What you bring:

• University or College education or equivalent related to Office Administration or Governance.

• A minimum of 5 years of administrative and/or project support experience in a corporate business environment or legal department

• A high level of professionalism and the ability to work in an environment where confidentiality, accuracy, quality, and time sensitivity are essential

• Experience with Board operations, Board management software/portals, legal administration, and conference/meeting technologies are an asset.

• Strong organization skills, keen attention to detail, and a commitment to thoroughness and timeliness

• Excellent judgment and problem-solving skills and the ability to work with minimal direction/supervision while keeping the Corporate Secretary and Assistant Board Secretary appropriately informed

• Ability to plan, prioritize, and manage multiple projects simultaneously, as well as adapt to competing and changing priorities

• Ability to develop trust and confidence and work effectively and collaboratively with individuals across multiple functions and levels

• Excellent written and verbal communication skills

• Demonstrated experience in operational excellence and expense management

• Advanced MS Office software skills: must be an expert in Outlook, PowerPoint, Word, Excel, and Teams