Assistant Corporate Secretary

Overview

The Corporate Secretary’s Office is responsible for governance of the OEB and support for the OEB’s Board of Directors. The work of this Department includes coordination, tracking, preparation and posting of materials for Board of Directors and committee meetings. This work involves communication and leadership across the enterprise to ensure consistency of approach and proactive and timely follow-up to Board of Directors interests. This work also involves liaising across a network of broader public sector corporate secretaries to identify and promote best practices in corporate governance for government agencies.

The Assistant Corporate Secretary will play a key role in providing efficient and valuable advice to the Corporate Secretary, the Board of Directors, and Executive Leadership Committee at the OEB. Working closely with the Corporate Secretary, the Assistant Corporate Secretary will support the coordination, facilitation and recording of the activities of the Board of Directors and Board Committees and provide guidance on matters of corporate governance.

Responsibilities

Corporate Secretariat Support:

• Play a key role in the planning, coordination, logistics and administration of all Board related matters and in support of Board of Directors meetings.
• Collect, review, and proofread all documentation and materials sent from Executive Leadership Committee and staff to Directors; Ensure accuracy and quality of materials prior to timely delivery to Directors.
• Research, prioritize, and follow up on incoming issues and concerns, including confidential and sensitive matters.
• Oversee uploading of all Board of Directors and Committee meeting materials on the Board Portal to ensure optimal efficiency.
• In support of the Corporate Secretary, attend as necessary meetings of the Board of Directors and its Committees.
• Assist with the preparation of accurate and comprehensive minutes and action log within a reasonable time following each meeting.
• Undertake appropriate post-meeting actions to ensure implementation of decisions arising from meetings.
• Support communications with Directors between meetings.
• Perform planning and coordinating with respect to director orientation and education.
• Research and investigate policies, practices and terms of reference implemented by Directors in other organizations and develop recommendations for OEB Board of Directors to consider.
• Deliver administrative support to the Corporate Secretary, including managing correspondence, organizing meetings, maintaining databases, files, record management systems, and storage of confidential documents.

Corporate Governance

• Provide support and advice to the Corporate Secretary in carrying out duties relating to the effective governance at the OEB.
• Track and maintain all records in compliance with records management policies and procedures and for audit purposes.
• Undertake research and special projects to support other divisional priorities.
• Recommend improvements in processes and practices to achieve business efficiencies.
• Maintain confidential and sensitive information in a secure manner.
• Contribute to the development and revision of governance guiding documents to reflect evolving governance best practices, legislative requirements, and operational requirements.

Collaboration and Teamwork:

• Build positive relationships across the organization and with external stakeholders.
• Collaborate with internal stakeholders to achieve common goals, business objectives, and efficiencies.
• Work with Corporate Secretary and provide back-up support when required.
• Demonstrate professionalism to maintain credibility, trust, and support with senior leadership and executive staff.
• Build and maintain relationships with internal stakeholders to support coordination and service delivery to meet operational needs.
• Escalate complex issues to appropriate level for resolution.

Qualifications

Education:

• Bachelor’s degree in political science, Economics, Business or similar.
• Governance designation or knowledge about corporate governance considered an asset.

Experience:

• 2-3 years’ experience in a professional work environment, experience in research, corporate governance or providing senior level administrative support preferred. Providing support to Board of Directors or Internal Management Committees considered an asset.

Other skills and qualifications:

• Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint), Teams and SharePoint. Experience in Diligent Board Books would be an asset.
• Strong organizational skills with attention to detail and demonstrate ability to provide high level of accuracy. Ability to multi-task in a fast-paced environment.
• High level of professionalism and ability to act with tact and diplomacy when dealing with sensitive and confidential information.
• Superior verbal/written communications, organizational and interpersonal skills.
• Demonstrated dedication to providing quality work through attention to detail.