Board and Committee Manager

BOARD AND COMMITTEE MANAGER

Reporting to the Senior Director, Corporate Planning & Governance, this position is responsible for the creation and distribution of meeting agendas and materials for our large number of Boards and Committees. The Board and Committee Manager attends Board and Committee meetings (excluding Advocacy Committees) and is responsible for the taking and distribution of minutes.  The Board and Committee Manager is responsible for the follow-up and coordination with stakeholders on Board and Committee actions and requirements.  As well, the position is responsible for scheduling all Board and Committee Meetings, and key organizational Board and Committee events. 

Know-How

Practical / Technical Knowledge 

• A degree in Business Administration, Commerce or Public Administration.
• At least 3 years or more years of progressive experience working with boards and committees and preparing documents for meetings.

·      Experience developing briefing notes, written reports and presentations for a Board audience would be an asset.

·      Knowledge and experience with agenda management.

·      Highly competent computer skills with Microsoft Word, PowerPoint, Excel, Outlook, and board portal software.

Planning, Organizing, and Integrating

·       Highly organized, detail-oriented team player with a positive and get it done attitude, that follows through with their commitments.

·       Strong initiative and ability to work independently with minimal supervision to meet deadlines and work concurrently on a variety of projects.

·       Effective time management skills and the ability to work in an environment with minimal supervision.

·       Ability to seek out, manage and influence opportunities for continuous improvement.

·       Ability to manage electronic records on various platforms for the Governance business unit.

Communicating and Influencing Skills 

• Ability to take initiative and be flexible and responsive to changing priorities and circumstances.
• Strong interpersonal, organization and communication skills – oral and written at the level required for Board and Committee member interaction.
• Ability to work with a high level of autonomy and exercise sound judgement in making operational decisions.
• Team player with a positive and get it done attitude.

·      Proven ability to develop and maintain effective and collaborative relationships. 

·      Ability to mentor and lead through influence in a tightly knit team environment. 

Responsibilities

Board and Committee Agenda Management

• Working with the Executive team to prepare an annual calendar of Board and Committee meetings and key events for the organization and update for changes throughout the year.
• Overseeing annual work plans for the ABmunis, AMSC, AMSCIS, MUNIX and APEX Boards as well as for the Standing Committees (excluding Advocacy Committees, Investment Advisory and Audit & Finance).
• Preparing meeting agendas for the Boards and Committees (excluding Advocacy Committees, Investment Advisory and Audit & Finance), and ad hoc meetings, reflecting required cyclical regulatory, financial and governance discussions and decision requests.
• Work with the Executive team to add other agenda items as they arise.
• Preparing draft minutes for meetings of the Boards and Committees (excluding Advocacy Committees).
• Following up on actions between board and committee meetings to ensure that actions are being implemented.
• Reminding creators of meeting materials of submission deadlines and follow up on delinquent items.
• Publishing meeting packages in a timely and accurate manner.
• Preparing summaries of information and recommendations following each meeting.
• Administering the agenda management software system.
• Maintaining corporate minute books and key corporate documents.
• Maintaining the inventory of external committee appointments, tracking scope, frequency and remuneration.
• Scheduling and maintaining calendars for Board and Committee meetings and activities.

Board Member Engagement

• Overseeing the board member engagement process.
• Ensuring reporting is completed for the ABmunis board.

Other Duties

• Assist with creating and formatting the team’s documents and presentations. including policies and procedures.
• Maintain proper filing of records in the company intranet site and on the agenda management software system.
• Perform any other duties as may be required by the Corporate Governance team. 

Work Conditions

• Interacts with employees, managers and Board and Committee Members.
• Involved with highly time-sensitive work that requires a high level of accuracy.
• Some travel may be necessary.
• Ability to attend and conduct presentations. 

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