Assistant Corporate Secretary

We are currently looking for a

highly motivated Assistant Corporate Secretary to join the OPB team.

Permanent Full- time

About us:

The Ontario Pension Board (OPB) administers the Public Service Pension Plan (the PSPP), a major defined benefit pension plan sponsored by the Government of Ontario. With 100,000 members and $36 billion in assets, the PSPP is one of Canada’s largest pension plans. It is also one of the country’s oldest, successfully delivering the pension promise since the early 1920s. Learn more about OPB.

About the role:

Reporting to the Corporate Secretary, the Assistant Corporate Secretary plays a key role in supporting leading edge corporate governance at OPB. As a strong client relationship builder, you will provide comprehensive governance and administrative support to OPB’s Board of Directors, its five standing Committees, and the CEO’s office.

The role is responsible for leveraging best practices in corporate recordkeeping, annual filings, supporting stakeholder communications, entity management, and ensuring that materials for the Board of Directors, including management reports, meeting agendas and minutes, strategic planning documents, resolutions, and other Board-related documents are appropriately prepared and presented.

OPB also provides third party administration for a smaller pension plan, and you will provide similar support as OPB, working closely with that pension plan’s Board Chair, Committee and internal senior leadership.

Key Responsibilities:

• Assist in directing governance processes including developing, coordinating, and recommending innovative corporate governance policies and procedures.
• Research and actively monitor best practice developments and trends to prepare recommendations, briefing materials and update relevant governance documents to assist in keeping Board members apprised of governance trends and developments.
• Provide executive administrative support to the CEO’s office, as required.
• Manage all Board and Committee meeting logistics, including coordinating, preparing, and distributing agendas and materials, attending meetings and producing meeting minutes and briefing notes.
• Work closely with Committee chairs and senior management, ensuring action commitments are noted and followed through.
• Review and analyze Board and Committee submissions, reports, and briefing notes, draft Board resolutions.
• Effectively liaise with senior management, Board members and external partners on Board-related matters.
• Manage the onboarding and offboarding of Board members.
• Maintain the Board portal and Board records and ensure accessibility of governance documentation.
• Support the planning and execution of annual governance cycles, including meeting schedules, workplans, and key filing or disclosure requirements.
• Exercise sound judgment and a high degree of discretion when handling confidential Board, executive, and organizational matters.
• Flexibility to take on additional duties as required, adapting to evolving organizational needs and shifting priorities.

Key Qualifications:

• Degree or Diploma in Business Administration, Governance, or a related field, with governance expertise and several years of experience supporting senior management, Boards, or Committees, or an equivalent combination of education and experience.
• Demonstrated knowledge and experience in administrative processes, particularly as they apply to Board and Committee work and senior executive support.
• Excellent time management skills and proven ability to multi-task in a professional, high pressure senior executive environment.
• Well-developed communication and interpersonal skills to facilitate liaising with senior management, a sophisticated Board of Directors, and external contacts at a variety of levels.
• Specialized experience with MS Office products and board portals (Diligent preferred) and familiarity with virtual meeting platforms.
• Well-developed organizational skills to coordinate materials for Board packages and work closely with senior management and the Board to develop agendas, workplans and materials for Board and Committee meetings, and to maintain accurate governance records.
• Excellent drafting skills, including Board minutes, resolutions, and governance materials.
• Exceptional attention to detail and accuracy in preparing Board materials, records, and governance documentation.
• Demonstrated ability to exercise professional judgment and work independently while operating within established governance frameworks.
• Governance Professionals of Canada or other governance designation an asset.
• Experience in public sector/pension/financial services industry preferred.
• Desire to work in a collaborative team environment and to build relationships with colleagues and stakeholders, both internally at OPB and externally as appropriate.

Compensation:

• The target hiring salary for this position is $100,000.00. A candidate’s placement in the range is based on skills, knowledge, experience, and internal equity, with consideration for how the candidate is developing, meets, or exceeds the role’s requirements. This position is eligible to participate in OPB’s Annual Incentive Program, subject to its terms and conditions.

Additional Information:

• This posting is for an existing vacancy.
• The competition will remain open until a successful candidate is selected or until the competition is closed.
• No artificial intelligence tools are used to screen, assess, or select applicants for this position. 
• The identified final candidate will be required to complete a background screening.
• OPB is committed to providing accommodation for people with disabilities in its recruitment process. Please advise OPB if you require an accommodation, and we will work with you to meet your needs. OPB is committed to fostering a culture of diversity, equity and inclusiveness that reflects the diverse communities we serve. We welcome and encourage applications from those who may contribute to the further diversification of ideas.