Board Affairs Coordinator

How to apply

Please submit a cover letter and resume using the button below, or using the email address provided. Please use the position title in the subject line.

FULLY VACCINATED IS A MANDATORY REQUIREMENT. The successful candidate will work remotely until RNAO determines that working from the office is safe, at which point we will gradually return to the office.

We thank all candidates for their applications, and qualified applicants will be contacted.

Submission email:
Use subject line:
Board Affairs Coordinator
Department
Executive office
Closing date
August 15, 2022

JOB SUMMARY:

As part of the senior management team, the primary function of the Board Affairs Coordinator is to provide administrative support to the Board of Directors and Assembly of the Registered Nurses’ Association of Ontario.

RESPONSIBILITIES:

Board of Directors (BOD), BOD Committees,  Assembly Of Leaders:

  • Arranging and organizing meetings of the Board of Directors and Assembly of Leaders by drafting agendas for review by the Chief Executive Officer (CEO), identifying required background material, informing staff, drafting background material and reports, compiling information, mailing information to participants, drafting briefing notes and/or scripts, making arrangements for meetings such as location, meals, refreshments, etc. 
  • Coordinating with the CEO all the activities and actions of the Executive, By-laws, Nominations, Resolutions, and Leadership Succession Committees by preparing draft agendas, background material, reports and correspondence on behalf of the Chair, arranging meetings, taking minutes and distributing materials relating to the work of the Committees.
  • Attending meetings, recording minutes and transcribing minutes of the Board of Directors, Committees, AGM, and Assembly meetings, arranging for sign-off where required and distribution of final minutes.
  • Reviewing Board and Assembly expense forms for reimbursement and liaise with Accounting Administrator as required to resolve reimbursement issues.
  • Identifying action to be taken following meetings and ensuring that instructions are received and understood by each participant.
  • Maintain permanent minute book.
  • Develop and maintain orientation material for the Board, Assembly and other Committees, in collaboration with the Chief Executive Officer by researching and identifying articles and information for inclusion into the orientation packages.

Annual General Meeting (AGM):

  • Coordinate all aspects of the Annual General Meeting (AGM) keeping the CEO fully informed and seeking advice as needed. 
  • Securing selection of venue for approval by CEO. Principal AGM liaison with venue, staff and external stakeholders. 
  • Preparing notices, supervising staff assigned to assist, liaison with chapters/interest groups, drafting invitations for external stakeholders, entertainment, monitoring budget and alerting Director of Finance & Administration and CEO of risks. Strong collaboration with RNAO Event Planning and Marketing Coordinator and other departments as required.

Other:

  • Reviewing Board and Assembly expense forms for reimbursement and liaise with Accounting Administrator as required to resolve reimbursement issues.
  • Update Association by-laws, board of director policies, and form 1 filing as required.
  • Determine schedule of the Board, Assembly and related meetings and mailings by establishing time frames based upon the previous years’ schedule and updating the current schedule.
  • Coordinating the regular Board and Assembly mailings and Officers’ Update by soliciting input from staff and other sources, drafting material for inclusion in the mailing, and coordinating their distribution.
  • Organize travel and accommodation for Board of Directors and Assembly and others as required.
  • Work in collaboration with IM&T, Communications, and other relevant teams to develop and maintain governance related content for rnao.ca and myrnao.ca
  • Answering telephone and email enquiries by providing specific and general information and directing callers to appropriate staff.
  • Preparing and maintaining confidential information for the Association by drafting confidential letters, in-camera minutes, and legal matters and filing confidential material.
  • As a member of the senior management team, provide input and information about items related to the Executive Office.
  • Assisting with and/or developing human resource programs under the direction of the Chief Executive Officer and/or the Director of Finance & Administration.
  • Providing customer service to members, non-members and the public by providing straightforward information such as dates and times of meetings, etc.
  • Maintaining confidentiality within and outside the Association on sensitive issues such as employment letters, in-camera minutes, legal issues, etc.

SKILL, KNOWLEDGE AND EXPERIENCE:

  • University degree preferred or Community College graduation in business and minimum four years  related experience or equivalent combination of education, experience and/or training.
  • Ability to operate a computer and use current software programs such as Word, Excel, Power Point. 
  • Communication skills include excellent verbal and written skills to provide and prepare information, clarify issues, answer enquiries, to contacts within and outside the association, in order to get or provide information, give advice, arrange meetings, confirm appointments and speaking engagements and follow-up on projects.
  • Dexterity required to operate a computer, printer, telephone, photocopier and other small office equipment. 
  • Versatility is required to coordinate a variety of tasks associated with arranging meetings, either in-person or virtual, and managing the support function of the Executive office. 

EFFORT:

  • Decision making is non-routine and may involve consultation with the Chief Executive Officer, the Executive Assistant (Corporate) and management staff, when necessary, on issues that may impact the Association.
  • Work flow requires arranging meetings regularly within established time frames and reprioritizing workload daily. 
  • Concentration is required for long periods of time in order to record minutes of meetings regularly and prepare correspondence, as well as creativity to format and type documents, etc. Sight, touch and hearing are used to prepare correspondence, proofread and answer telephone inquiries and operate equipment.
  • Sitting at the computer is required constantly, as well as walking, and standing in order to perform the duties of the job

WORKING CONDITIONS:

  • works in a climate-controlled office with some exposure to distractions. 
  • typical conditions are such that no risk or injury is likely