Location / Lieu: 10 Overlea Blvd, Toronto
Position / Poste: Board Relations Officer
Summary / Sommaire:
March of Dimes Canada (MODC) is a federally registered national charity that offers a wide variety of programs and services to Canadians living with disabilities. Since 1951, MODC has been on the forefront of the disability movement with a mission that is dedicated to maximizing the independence, personal empowerment and community participation of people with disabilities.
The Board Relations Officer reports directly to the President and CEO and is primarily responsible for providing logistical and strategic support for each of the boards, including planning the board meetings. This position will be accountable for high-quality execution of all board-relation activities and team functions and act as the primary, direct contact for board members and department heads for board-related material. The Board Relations Officer will support dynamic engagement of the board members so that their experience and networks are well leveraged.
The Board Relations Officer acts as the primary resource to support diverse activities arising from the March of Dimes Canada (MODC) Board of Directors, MODC Non Profit Housing Corporation (NPHC) Board, MODC Foundation (MODCF) Board, Rehabilitation U.S. Board (RFDP US), and other Board Committees and task forces of the Board. In this role, the Board Relations Officer will be responsible for the effective coordination and optimal scheduling of the Board meetings, Board and committee agenda preparation, minute-taking and other tasks that they may be assigned to ensure efficient coordination of the Board meetings. The Board Relations Officer works with the Executive Assistant and all members of the Board as the liaison to ensure quality communications between them and the President & CEO. Given the confidentiality of the work involved, the Board Relations Officer must be able to work in a capacity with strict privacy and confidentiality requirements both inside and outside the organization. As part of Board engagement, the Board Relations Officer will work to increase transparency and build understanding of board and organizational processes.
Governance Coordination and Management
- Partner with Board leaders and management staff on agenda development to align Board decision-making priorities and Board duties.
- Draft and maintain agendas; transcribe meeting minutes, track meeting follow-up items; draft executive summaries and briefing notes; monitor necessary Board approvals and support, and guide other staff who support Board and committee meetings.
- Organize and oversee Board orientations, and plan and execute Board education; support Board recruiting activities, Board assessments, and leadership and succession planning.
- Maintain strong working knowledge of governance best practices and issues affecting nonprofit organizations to inform priorities for Board education and training.
- Support the Board Chair, Governance Committee and the CEO on review and revisions to corporate bylaws and other governance policies and documents; maintain strong, detailed knowledge of these documents and ensure that governance processes remain in sync with the governing documents.
- Draft clear, concise and executive-level communications to Board and committee members.
- Educate, advise and coach leadership and staff on Board and committee meetings, preparation of minutes and Board materials, and other matters relating to Board activities and corporate governance.
- Maintain close working relationships with the Board, CEO and other executive leaders, as well as leaders of other organizational functions (e.g., Development, Public Relations, Finance, etc.) to coordinate on Board communication and action items.
Administrative and Technical Support
- Manage the storage of and access to minutes, resolutions and other governance documents, assuring they are accessible as needed for legal, regulatory and other purposes.
- Take control of the scheduling of Board and assigned committee meetings and other meetings or calls with current, and prospective Board members.
- Oversee logistics and notices for all Board and committee meetings, with timely planning and reliable, high-quality execution including equipment, agendas, meals, seating, information packages and materials, set up, travel arrangements etc.
- Provide backup support to the President and CEO when the Executive Assistant is away.
- Establish, organize and maintain confidential Board and committee files and manuals (electronic and hard copy).
- Apply Human Resources related admin support to the Executive Office that includes processing the paperwork for new and/or departing employees, and tracking time and attendance for the department.
- Undertake special project assignments as directed, and assist and provide backup and guidance to other administrative staff in the organization.
- Prepare and distribute departmental reports; provide confidential administrative support, process invoices through the Finance system; help with budget data entry.
- Conduct research, assemble and summarize information for special projects and reports.
Qualifications / Compétences requises:
- A University Degree in a related field.
- A minimum 5 years of related senior administrative experience supporting C-Level Executives, Boards of Directors and Committees preferably in a high-volume non-profit organization.
- Extensive experience in composing meeting minutes, reports, presentations and manuals.
- The ability to work a flexible schedule to meet the demands of the position, including the ability to support evening Board meetings as required.
- Familiar with corporate governance and administrative system standards.
- Experience supporting senior management, and establishing and maintaining highly effective working relationships with Executives and Board Members; skilled in verbal and written correspondence.
- Excellent interpersonal skills with cross-cultural sensitivity; the ability to build relationships with staff, stakeholders, management, executives, external partners and organizations, donors and volunteers.
- Proven project management skills with the ability to prioritize multiple needs and meet deadlines.
- Advanced skills in Microsoft Office Suite and Adobe Pro and other relevant computer software
- The ability to analyze complex, sensitive problems and situations, evaluate alternatives and make sound, appropriate recommendations or decisions.
- A high degree of accuracy, thoroughness and attention to detail; strong research and analytical skills.
- A proven ability to deal with sensitive, confidential issues appropriately.
- The ability to take verbal and written direction and follow through to complete assigned tasks.
- The flexibility to adapt to the changing demands of the position.
Applications accepted until / Candidatures acceptées jusqu’au (mm/dd/yy): November 27, 2019
Send application and resume to / Adressez votre demande d’emploi et curriculum vitae à:
Name: Stephanie Houghton
Position: Senior Manager, Human Resources
Address (#, street/rue, suite, city/ville, province, postal code): 10 Overlea Blvd, Toronto, ON M4H 1A4
As part of its commitment to Employment Equity, March of Dimes Canada encourages applications from qualified members of the four designated groups: women, aboriginal peoples, persons with disabilities, and visible minorities. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), March of Dimes Canada will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require any accommodations, please notify us and we will work with you to meet your needs.
Job Types: Full-time, Permanent
- senior administrative support to the Board of Directors: 5 years (Required)
- Bachelor's Degree (Required)