Board Liaison

RJC Engineers; Toronto; On-site; CAD 80,000 - 100,000; Full time

Benefits offered by this job

Performance-based bonus

Share ownership program

Health Care Spending Account

RRSP matching

Job summary

RJC Engineers seeks a Board Liaison to support the Board Chair and Executive Leadership in Toronto. The role manages meeting logistics, minutes, and governance documentation while coordinating calendars and travel across time zones.

Ideal candidates will have 5–7 years of senior-level administration, governance experience, and a Business/Public Administration background, with proficiency in Word and Excel to ensure precise, timely board materials.

Qualifications

• 5 to 7 years of administrative experience, preferably at the Executive level.
• 2+ years of experience working with governance processes.
• Certification or degree in Business or Public Administration, or a related field is preferred.

Responsibilities

• Plan and coordinate Board and committee meetings (Finance, HRCC, Governance) including AGM and offsite.
• Collect, consolidate, and organize Board materials and presentations from multiple contributors.
• Maintain minutes, track action items, and distribute for approval.
• Manage the Board annual work plan and Governance Manual updates.
• Serve as primary contact between Board and Executive Leadership and support scheduling across time zones.

Skills

Administrative experience

Governance processes

Calendar management

Education

Business or Public Administration degree

Tools

Word

Excel

Job description

RJC Engineers is a well-established, employee-owned engineering firm with a broad geographic footprint and deep roots across Canada and the United States. We are leaders in structural engineering, building science, structural restoration, structural glass engineering, parking facility design, and building energy modelling.

What sets us apart?

Our commitment to clients, cutting-edge technology, collaborative culture, and the passion of our people. We're driven by a purpose: to positively impact our communities and invest in our team's growth and success.

At RJC, you'll join an inclusive, fast-paced team tackling exciting and complex projects. You'll work alongside industry-leading experts, explore emerging technologies, and be supported in your continuous professional development.

Being an RJC Professional

We build our team around five key attributes:

• Creative Mindset – You bring fresh ideas, challenge assumptions, and turn obstacles into opportunities.
• Proactive Approach – You take initiative, anticipate challenges, and seek ways to create a positive impact.
• Supportive Teamwork – You foster a culture of inclusivity, respect, and collaboration, helping others succeed.
• Trusted Advice – You act with integrity, expertise, and honesty, earning the confidence of clients and colleagues.
• Lead with Purpose – You empower, support, and guide others, driving meaningful results.

Location: Toronto

Compensation: $80,000 - $100,000

Candidate Profile

The Board Liaison serves as the critical administrative link between RJC's Board Chair and its Executive Leadership. Reporting to an Executive Principal, with a dotted-line reporting to the Board Chair, this role is responsible for supporting the day-to-day activities of the Board and the associated Committee portfolio, as well as providing support to the Executive Assistant.

Key Responsibilities

Meeting Coordination and Support

• Assist in the planning and organization of all meetings of the Board and its associated committees (Finance Committee, HRCC and Governance), including the Annual General Meeting, and Board Strategy Offsite.
• Responsible for the logistics of the Board meeting materials including:
• Gather and consolidate all Board package materials including presentations, briefing notes, and supporting documents from multiple contributors.
• Monitor updates ensuring the most current versions are captured, resolving discrepancies between drafts, and organizing all finalized files into a complete, accurate, and ready-to-publish Board package.
• Develop and manage the annual Board and Committee calendar, ensuring all meeting dates align with financial reporting cycles and support effective sequencing across the firm.

Meeting Minute Management

• Attend all meetings (in-person and virtual) to record comprehensive, accurate minutes and track follow-up action items.
• Create accurate meeting minutes and work with Executive and Board Chair to ensure prompt turnaround times and distribute to appropriate individuals for approval.
• Maintain the corporate minute books (i.e., Board, Finance, HRCC and Governance).

Manual Management

• Responsible for maintenance of the Board's Annual Work Plan.
• Maintain the Governance Manual (Articles, Terms of Reference, Policies, Guidelines).

Communication & Relationship Management

• Act as the primary point of contact fielding inquiries and facilitating communication between the Board and Executive Leadership.

Travel & Business Hours

• Travel is required in this role (20%).
• Ability to work outside regular business hours to attend Board meetings and compile Board package material from across multiple time zones.
• Support the Executive Assistant as requested.

Professional Qualifications

EDUCATION

• Certification or degree in Business or Public Administration, or a related field is preferred.

EXPERIENCE

• 5 to 7 years of administrative experience, preferably at the Executive level.
• 2+ years of experience working with governance processes.

TECHNICAL SKILLS

• Exceptional organization Manages complex calendars, travel, meetings, and priorities with precision.
• Time management Knows what’s urgent versus essential.
• Communication skills Clear, concise, and professional (written and verbal).
• Attention to detail Consistently ensuring accuracy and thoroughness in every task.
• Technology literate Comfortable with productivity tools (email, calendars, Word, Excel, etc.).
• Projects coordination Tracks deadlines, follows up, and keeps initiatives moving.

ESSENTIAL ATTRIBUTES

• Reliability and accountability: Follow through consistently.
• Proactivity: Acts without being asked.
• Resilience under pressure: Performs well in fast-paced, high-stakes environments.
• Integrity: Trustworthy and ethical.
• Confident humility: Self-assured while remaining supportive.

PROFESSIONAL ATTRIBUTES

• Creative mindset with a proactive approach
• Supportive teammate and trusted advisor
• Accountable, reliable, and quality-focused
• Committed to continuous learning and improvement
• Leads self and others with purpose and professionalism

What RJC Offers?

• An inspiring workplace that supports its people and recognizes great work
• Stimulating, challenging projects and development opportunities to help you grow your skills and career
• Being part of a supportive and inclusive network of people that help each other reach their goals
• A comprehensive financial rewards program that recognizes your success, including eligibility for a performance-based bonus and share ownership program
• An extensive and generous benefits package including a $1000 Health Care Spending Account
• Maternity and Parental Leave Top-up Program
• Investing in your future, the opportunity to become part of an employee-owned organization and eligible for RJC's matching Retirement Registered Saving Plan (RRSP)

Be your Authentic Self

At RJC, we are dedicated to fostering an inclusive and diverse workplace where everyone is valued and respected. We proudly embrace all individuals and believe that every team member contributes to creating a welcoming environment. At RJC, inclusivity and diversity are commitments we all share.