Board Coordinator

HOOPP Thames Limited; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in Ontario is seeking a Board Coordinator to support the Board Secretariat team. This role involves managing Board operations, scheduling meetings, and providing administrative support. The ideal candidate will have strong organizational skills, a commitment to confidentiality, and experience in a corporate environment.

Benefits

100% company-paid extended health and dental benefits

Access to LinkedIn Learning

Wellness seminars and yoga classes

Qualifications

• Minimum of 5 years of administrative and/or project support experience.
• Experience with Board operations and legal administration is an asset.
• Ability to manage multiple projects and adapt to changing priorities.

Responsibilities

• Support Board scheduling and planning, including logistics for meetings.
• Coordinate preparation and distribution of Board materials.
• Assist with onboarding and offboarding processes.

Skills

Organizational skills

Attention to detail

Communication skills

Problem-solving skills

Education

University or College education related to Office Administration or Governance

Tools

Board management software

MS Office

Job description

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 pensionplan, 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, byproviding 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

About Us

About HOOPP

The Healthcare of Ontario Pension Plan (HOOPP) is one of the strongest and most stable defined benefit (DB) pension plans in Canada. Since 1960, HOOPP has been helping Ontario's healthcare workers build the foundation for a financially secure retirement.

We take pride in being the pension plan for Ontario’s healthcare community and serve more than 478,000 members at more than 700 employers across the province. At HOOPP, we are committed to providing our members with a stable and reliable pension that starts in retirement and is paid for life.

With offices in Toronto and London, we manage a global,multi-asset class investment portfolio. At the end of 2024 our net assets reached $123.0 billion and our funded status remained strong and stable at 111%.

HOOPP's core values - accountable, compassionate and trustworthy - guide every interaction with our members, employers and employees. We've become one of Canada's leading pension plans by consistently challenging ourselves and embracing innovation. From our unique investment management approach to our innovative technology and thought-provoking research, we constantly seek to push the boundaries, and we do this by hiring passionate, forward-thinking people.

Our high-performance culture is founded on collaboration, respect and belonging. HOOPP is an equal opportunity employer and we're proud of our diversity. We select applicants for employment solely on the basis of their qualifications. Should you require accommodation because of a disability during the recruitment and selection process, please contact our Human Resources team. We will be happy to consult with you so that arrangements can be made for reasonable accommodation.