Governance and Board Operations Specialist and Executive Assistant

Job Description

Altis Recruitment is grateful to partner with an organization within the Broader Public Sector to support the recruitment of a full-time permanent Governance and Board Operations Specialist role. This role is based in Downtown Toronto and will operate in a hybrid structure, working a 37.5 hour work week between 8am - 9am to 4pm - 5pm.

This position is a newly created, executive assistant and governance-focused role designed for a professional who holds strong corporate governance experience and has been responsible for coordinating board committee meetings and board of director meetings in their previous roles. This opportunity will support the logistics for 5 board committees and a board of directors meeting, each meeting quarterly. This individual will work closely with senior leadership and be the main liaison between staff and the board, managing agendas, meeting logistics, and supporting governance processes.
The successful candidate will report directly to a senior leader who is collaborative, supportive and excited to support your growth and questions. This individual will also work closely with the Secretary of the Board and various committee chairs. This position includes annual performance-based bonuses, an RRSP matching program, and 100% employer-paid benefits.

Main Responsibilities:

Board & Committee Support and Governance and Policy Oversight will account for 85% of the responsibilities of this role

Coordinate logistics for 5 board committees (each meeting quarterly) and the full board meeting every quarter

Prepare agendas, briefing notes, and coordinate input from internal staff leads

Format, review, and finalize board packages in a consistent, professional format

Track and follow up on action items across meetings

Take accurate minutes during board and committee meetings using Diligent (prior experience with this software is not required but considered an asset)

Support the review and maintenance of governance documents and policies

Liaise with board members on requests and ensure appropriate follow-through

Anticipate board needs, identify potential risks or issues, and make proactive recommendations

Assist in identifying areas for improvement in governance practices and tools

Manage the policy and board manuals to ensure updates are aligned with evolving legislation

Use sound judgment to assess board member requests and know when to escalate

Provide oversight and quality assurance across board operations

Participate in building out governance infrastructure for long-term success

Executive Support will account for 15% of this opportunity

Manage and coordinate scheduling, prep work, and follow-up for senior leadership’s meetings and organizational projects with various teams and contacts.

Help draft written content, review documents, and check materials for clarity and alignment.

Take notes during internal leadership discussions, keep track of next steps, and support follow-through on outstanding items.

Work alongside internal teams to assist with planning organization-wide gatherings, including pulling together slides or support materials.

Handle sensitive information with care and maintain a high level of confidentiality.

Support additional tasks and responsibilities as needed.

Experience:

4+ years of experience with nonprofit, public sector, or government-regulated environments

Deeply organized, detail-oriented, and proactive

Able to manage multiple complex workflows and deadlines

Comfortable interacting with senior leadership and board members

Proactive critical thinker who actively offers suggestions and seeks feedback

Excellent at written communication, particularly in minutes, policies, and formal documents

Comprehensive knowledge of corporate governance principles, with hands-on experience collaborating with a board of directors and senior executive leadership.