Corporate Planning and Governance Specialist

Corporate Planning and Governance Specialist

Reporting to the Senior Director, Corporate Planning and Governance, the Governance Specialist provides support for Board and Committee Agenda Management, Policies and Procedures, Orientation, Board Member Engagement and Corporate Planning. The Corporate Planning and Governance Specialist is responsible for a range of administrative duties and coordination to ensure the smooth and efficient operation of the Corporate Planning and Governance team.

Classification Position Term

Level 3 – Specialist Permanent, Full Time

Know-How

Practical / Technical Knowledge

· A post-secondary degree

· 5-7 years of administration in a professional setting

· Experience/interest in board and committee work

· Experience/interest in corporate governance

· Proficient with Microsoft Office Suite

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.

· Superior ethics and adherence to strict confidentiality requirements.

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

Communicating and Influencing Skills

· Ability to be flexible and responsive to changing priorities and circumstances.

· Effective interpersonal, organization and communication skills – oral and written.

· Ability to 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.

Responsibilities

Board and Committee Agenda Management

· Creates agendas for boards and committees (excluding Advocacy Committees, Investment Advisory and Audit & Finance).

· Assists in agenda management process as required including drafting minutes.

· Builds board and committee packages in the board portal.

· Sends out calendar invites for all Board and Committee meetings and other relevant events (conferences, retreats, etc.).

· Maintains Board and Committee member listings and contact information.

· Completes and maintains Board and Committee member forms.

· Ensures information about Board and Committee members is kept current on webpage.

· Posts Board-related materials on the Board Portal and SharePoint.

· Assists in maintaining corporate minute books and agenda for minutes archives.

· Coordinates and organizes logistics for Board and Committee meetings and events.

· Drafts appointment and rejection letters for the Board and Committees,

· Assists in compiling materials for annual board director orientation and elections.

· Tracks applications for standing advocacy committees, maintaining information on skills and experience.

· Responsible for board correspondence and tracking board attendance to meetings and events.

· Coordinates the annual ABmunis awards for municipal leaders (i.e. update nomination forms, track nominations).

· Acts as the backup for the Governance Consultant role as required.

Policies and Procedures

· Files policies and procedures to the Corporate and Governance sites.

· Assists in maintaining inventory of the Bylaws, Polices and Procedures.

· Reviews and maintains the policy definition framework.

Board Member Engagement

· Assists in the board member engagement process.

· Liaises with the individual board members to coordinate municipality visits.

· Liaises with the municipality to schedule visits and coordinate logistics for the visits.

· Liaises with Business Development to get information on previous visits, member services and provide to Board member in preparation of the member meeting.

· Assist the Board Member in setting up virtual meetings as required.

· Assists in completing reporting of the Board Member visits.

· Maintains the Board Engagement spreadsheet.

· Organizes promotional item requests and materials for board members.

Corporate Planning

· Assists the Senior Director in corporate planning activities, including but not limited to, booking venues, activities, etc.

· Maintains corporate planning documents in the planning and corporate planning sites.

Information Management

· Responsible for maintaining and updating access for the Board and Committees SharePoint sites.

· Responsible for serving as the site owner for the Governance and Corporate Planning SharePoint sites.

Other Duties

· Assists with creating and formatting the team’s documents and presentations. including policies and procedures.

· Schedules team meetings.

· Maintains proper filing of records in the SharePoint and Board Portal.

· Performs any other duties as may be required by the Corporate Governance and Planning 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.

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