Board Secretary - Bilingual

The Society of Obstetricians and Gynaecologists of Canada (SOGC) - Ottawa, ON (30+ days ago)

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The Society of Obstetricians and Gynaecologists of Canada (SOGC) is one of Canada’s oldest national specialty organizations. Established in 1944, the Society’s mission is to promote excellence in the practice of obstetrics and gynaecology and to advance the health of women through leadership, advocacy, collaboration, and education.

The SOGC has over 4,200 members, comprised of obstetricians, gynaecologists, family physicians, nurses, midwives, and allied health professionals working in the field of sexual reproductive health.

The SOGC continues to be a leading national and international authority on women’s reproductive health and on evidence-based training and education. The SOGC leads the development of 12-17 clinical practice guidelines per year and hosts 3 regional continuing medical education meetings and an Annual Clinical and Scientific Conference (ACSC). These events attract a diverse group of delegates that include women’s health care providers, researchers, educators and policy makers, who have the opportunity to network, learn and share information and ideas. These events also facilitate the identification of critical gaps in the field through needs assessments that inform future curricula and program development.

POSITION DESCRIPTION

Reporting directly to the Chief Executive Officer, the Board Secretary is responsible for the planning and coordination of all SOGC Board and Board Committee activities, and the Annual General Meeting, providing executive support to ensure smooth functioning of the governance activities of the SOGC. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Board Secretary must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

KEY REPONSIBILITIES

1. Board of Directors

a. Coordinates all meetings of Board and Board Committees, including Executive, Nominations and Talent Acquisition and Governance Committees: liaises with the event planner for appropriate space and catering at face to face meetings; schedules virtual meetings using Zoom or similar software.

i. Liaises with President and CEO for Board and Executive agendas.

ii. Ensures that Board members receive timely and complete packages in advance of meetings.

iii. Documents proceedings by taking minutes of meetings including action items, ensuring accuracy to what was discussed at those meetings.

iv. Ensures that minutes are accurate and promptly completed after the Board or Committees meet.

v. Maintains accurate and complete documents from all Board and Board Committee meetings.

vi. Provides follow up on action items from Board and Board Committee meetings.

vii. Maintains Board online portal.

viii. Organizes Board orientation, working with President and the Senior Leadership Team.

ix. Maintains the Board and President’s manuals, ensuring that they are up to date and compliant.

x. Organizes the Board awards process.

xi. Organizes Board dinners, coordinating with Communications for all ceremonies and speeches, for the Board and Presidential cycle.

xii. Coordinates VIP selection and prepares invitations.

xiii. Organizes the induction ceremony and serves as protocol officer for that event.

2. Nominations and Talent Acquisition Committee of the Board

a. Maintains records including terms of reference, committee membership and policies and procedures.

i. Maintains accurate records of the Board members, their terms of office, with dates for re-election or term completion.

ii. Manages the nomination and election processes for the Board Directors.

3. Governance Committee

a. Provides the administrative support to the Governance Committee.

b. Works with the CFO to Ensure compliance with federal and provincial board governance laws.

c. Maintains accurate and timely records.

d. Coordinates the Annual General meeting, including preparation of agendas, meeting packages, arrangements for a virtual or face to face meeting, preparation of minutes and maintenance of documents.

e. Maintains historical records.

f. Other duties as needed by direct Manager.

QUALIFICATIONS:

· University degree, college diploma or equivalent combination of relevant education and work experience.

EXPERIENCE and KEY SKILLS:

As the successful candidate you:

  • Are fluently bilingual (written and oral) in both French and English
  • Have awareness and understanding of the Canada Not for Profit Corporations Act as it relates to governance
  • Demonstrate strong communications skills, verbally and in writing
  • Are able to multi-task and work in a fast-paced environment
  • Show strong attention to detail and timeliness
  • Bring exceptional team spirit and flexibility to work every day
  • Are collaborative with a positive attitude
  • Act with discretion with confidential information
  • Apply management and organizational skills to your work
  • Demonstrate strong problem-solving skills
  • Use Advanced MS Office skills (Word, Excel and PowerPoint) and using shared document management tools such as SharePoint, and virtual communication and meeting tools

ADDITIONAL JOB REQUIREMENTS

  • Ability to work flexible hours including evenings and weekends
  • Some travel will be required

Please clearly demonstrate how you meet the requirements of the position in your application/cover letter.

The SOGC is an equal opportunity employer and encourages all qualified applicants to apply. SOGC welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Job Type: Full-time

Benefits:

  • Dental Care
  • Disability Insurance
  • Employee Assistance Program
  • Extended Health Care
  • Flexible Schedule
  • Life Insurance
  • On-site Parking
  • Paid Time Off
  • RRSP Match
  • Tuition Reimbursement
  • Vision Care

Schedule:

  • Monday to Friday

Work remotely:

  • Temporarily due to COVID-19