Board Governance Specialist

Ontario Teachers' Pension Plan; Toronto; Hybrid; CAD 90,000 - 140,000; Full time

Benefits offered by this job

Professional growth

Benefits coverage

Pension plan

Deferred Incentive Program

Flexible Travel Program

Employee discounts

Job summary

Ontario Teachers' Pension Plan is seeking a Board Governance Specialist to support Board and Committee meetings and governance programs. You will handle agendas, minutes, and materials, coordinate with stakeholders, and maintain governance documentation.

The role requires strong communication, discretion, and ability to manage multiple priorities in a dynamic environment. Stay connected with Board members and executive leadership while enhancing board education, orientation, and crisis

Qualifications

• Undergraduate degree or equivalent education/experience
• Excellent written and oral communication
• Proofreading skills and attention to detail
• Coordination and planning abilities
• Strong interpersonal skills
• Ability to work with minimum supervision
• Ability to manage multiple tasks in fast-paced environment
• Judgement and discretion in handling confidential information
• Strong knowledge of governance processes and minute-taking

Responsibilities

• Develop and maintain annual work plans; prepare agendas, run sheets and minutes for committees
• Post materials to Diligent and ensure submissions meet deadlines
• Support Benefits Adjudication Committee hearings
• Support Board Education, Orientation and Crisis Management programs
• Maintain Diligent Resource Centre with latest approved documents
• Coordinate Special meetings and Education sessions with proper notice
• Develop and implement governance policies and practices
• Arrange annual check-ins between Board Chair and members
• Support Board effectiveness initiatives
• Roll out Board Member experience technology
• Monitor inbox and respond to enquiries with tact and discretion
• Represent the Office of the CEO and maintain professionalism
• Balance competing priorities and meet deadlines
• Draft resolutions for Board/Committee meetings
• Maintain Governance Handbook and Terms of Reference
• Update Board content on OTPP website (bios, appointments)

Job description

Board Governance Specialist

Reporting to the Assistant Corporate Secretary, the Board Governance Specialist will assist in managing the operations and administration of Board and Committee meetings, and board processes and programs, including Board Education, Board Effectiveness and Board Orientation. You will provide specialist governance support to the Board of Directors and Executive Leadership Team and be accountable for the administration of two or three board committees.

Who you'll work with

You will collaborate with both internal and external stakeholders including Board Members and Executive Team.

What you'll do

Board Administration

• Develop and maintain annual work plans and prepare agendas, topic overviews, run sheets, minutes and actions items for assigned committees
• Post materials to Diligent ensuring document submissions received from contributors meet deadlines and process requirements
• Support the Benefits Adjudication Committee hearing process, as required
• Support Board Education; Board Orientation; and Crisis Management programs
• Maintain the Diligent Resource Centre to ensure latest approved documents are posted in a timely manner
• Poll for dates for Special meetings and Education sessions while ensuring that appropriate notice periods are met

Board Effectiveness

• Develop, maintain, and implement effective governance policies and practices
• Arrange annual check-in meetings between Chair of the Board and Board members
• Support Board effectiveness initiatives as outlined in the annual Board Effectiveness Review process

Board Member Experience

• Assist in rollout of Board Member experience technology and enhancements
• Monitor and triage Board Secretariat inbox and respond to enquiries from a variety of sources using judgement and tact
• Respond to enquiries from board members, as required and maintain the utmost discretion and confidentiality
• Represent the Office of the CEO
• Represent the CEO Office in a highly professional manner with tact and diplomacy
• Manage multiple tasks independently in a fast-paced environment, establish priorities quickly and balance competing priorities on an ongoing basis
• Make decisions using sound business judgment
• Communicate complex matters in a concise and simplified way
• Co-ordinate multiple tasks with a high level of initiative, ensuring deadlines are met
• Recognize opportunities and/or issues and proactively exercise judgment
• Attend Board meetings/Assist with logistics and liaise with IT in case of technology issues
• Update and maintain Board Meeting Schedule
• Draft resolutions for regular and special Board and Committee meetings
• Maintain Board Governance Handbook and board administration policies and processes
• Maintain updated versions of all Terms of Reference and manage board content on OTPP website (bios, terms of reference, committee appointments) to ensure latest approved documents are posted in a timely manner

What you'll need

• Undergraduate Degree or equivalent experience/education
• Excellent written and oral communication, proofreading skills, coordination, planning and attention to detail
• Strong technological skills in a variety of areas, including but not limited to Word, Excel, PowerPoint, Teams technology, iPad applications; database and application knowledge such as SharePoint and Diligent/Board portal software is an asset
• Ability to assist in providing training and answering technical questions is strongly preferred
• Ability to work with minimum supervision
• Strong interpersonal and communication skills to develop relationships with internal and external contacts at all levels
• Contacts include: Board members, Executive Team, Senior Leaders; other OTPP staff at all levels; Plan sponsors and assistants; other external contacts such as senior leaders at other pension plans and appellant representation (where applicable)
• 5+ years providing coordination/support at senior levels
• Corporate governance experience; including minute taking
• Ability to co-ordinate multiple tasks with a high level of initiative and ability to work well with minimum direction ensuring deadlines are met
• Recognize opportunities and/or issues and proactively exercise judgment

What we're offering

Pay-for-performance with base salary and annual incentive based on individual and enterprise performance. The Base Salary range for this level is as follows: $90,000 - $140,000. Individual compensation and placement of this role in the range is based on different factors unique to each candidate, including but not limited to relevant experience, skills, demonstrated competencies, and internal equity as they relate to the role.

• Numerous opportunities for professional growth and development
• Comprehensive employer paid benefits coverage
• Retirement income through a defined benefit pension plan
• The opportunity to invest back into the fund through our Deferred Incentive Program
• A flexible work environment combining in office collaboration and remote working
• Competitive time off
• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
• Employee discount programs including Edvantage and Perkopolis

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

Ontario Teachers' may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Ontario Teachers' objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making. To learn more about how Teachers' uses AI with your personal information, please visit our Privacy Centre.

Functional Areas

Administration

At Ontario Teachers, we know that our Talent are our greatest strength – every innovation, every idea and every win has been powered by our people. We offer a work experience that inspires, encourages talent development, celebrates diversity and rewards superior performance. The best and brightest not only come here – they stay. Help us continue to deliver outstanding service and retirement security to our members and be the world’s leading pension plan.