Board Administration Specialist Loc: Toronto, Canada

Board Administration Specialist Loc: Toronto, Canada

  • Posted on : 09-08-2023
  • Job Type : Full Time only
  • Salary : 100,000 - 200,000

Job Description:

  • Reporting to the Manager, Corporate Affairs, the Board Administration Specialist is responsible for providing executive administrative support to the Board and Leadership Team.
  • As a first point of contact, the Board Administration Specialist acts as a liaison with Board members and the Executive Leadership Team to professionalize Board meetings, make strategic calls, secure agenda items for meetings and build relationship with our Partners.
  • The ability to manage priorities, multi-task simultaneous priorities, work independently to tight deadlines, maintain confidentiality and deal effectively with overlapping and changing deadlines and priorities are required.

Key Accountabilities And Responsibilities

  • Coordinate all aspects of Board and Committee meetings, such as developing monthly agendas with Board Chair and CEO
  • Assist with the management of Board and committee calendars, notifying participants well in advance of upcoming meetings
  • Annual General Meetings(AGM) â?? support the Board in preparation for the AGM
  • Prepare and distribute reports or correspondence for the Board and complete necessary follow-up resulting from correspondence
  • Identify issues or topics that require attention of the Board
  • Produce clear, concise, articulate and timely communications
  • Provide Executive Leadership Team (ELT) reports and draft reports for the CEO and COO
  • Compile and distribute to Board or Committee members documentation related to specific agenda items one (1) week in advance of meetings
  • Coordinate Board members attendance, including travel, accommodations, etc.
  • Coordinate meeting logistics including speakers, venues, food and beverage service, telecommunications and audio-visual support
  • Take minutes of all Board and standing committee meetings
  • Distribute draft and finalized meeting minutes to Board and committee members
  • Maintains a high-level of confidentiality
  • Provide project coordination for a variety of special projects
  • Any other duties as may be required

Education And Professional Skills/Knowledge

  • 8 + years experience in a professional role supporting senior level executives
  • Self-starter, with exceptional organizational skills and a high degree of professional maturity and strong understanding of working within a confidential environment
  • Advanced proficiency in MS Office suite
  • Must be able to prioritize and have superior interpersonal, oral and relationship management skills
  • Strong analytic and problem-solving skills and close attention to detail
  • Bilingualism in English and French considered an asset


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