- Meridian Credit Union
- Toronto, ON
- Area of Practice
- Corporate Governance
- Job Type
- Full time
- Minimum Level of Education
- College diploma
- Minimum Number of Years in Practice
- 4-10 years
This role is responsible for administering a broad range of support related to the Board of Directors and the Board Committees for Meridian and its subsidiaries, including Motus Bank. Working closely with the Executive Team and Board of Directors, this role manages and coordinates all aspects of Board operations, following policy and procedures within the governance framework of Meridian.
Reporting to the VP, Corporate Governance, this role will prepare and coordinate briefing materials for the Board and its Committees, including meeting, planning, preparation, coordinating travel arrangements, drafting resolutions, meeting minutes, agendas and other Board documents. The Governance Specialist will monitor, analyze and report on budget activity for the Board of Directors throughout the year for senior management/Board approval.
In addition, as may be required this role will conduct research and analysis on governance issues for the VP, Corporate Governance and the Corporate Secretary.
The role is within a small team of 3 members and requires an individual who works independently and who has high proficiency in technology, including:
- deep experience working with a board portal and Sharepoint
- expertise in Powerpoint slide presentations including statistical graphs
Annual General Meeting
- Leadership role in all aspects of the Director Nomination process, including updating the Nomination timeline and Candidate Application package and correspondence with the recruiting firm and candidates.
- Primarily responsible for planning and executing the Annual Report and Annual General Meeting (Sept-May annually)
- Includes coordinating & managing efforts within the AGM team (6-8 people across the organization)
Board Administration & Communications
- Manage the administration of the Board portal (APRIO), ensuring that all Board-related materials, including meeting materials, current internal policies and reference material are available to Directors.
- Oversees the appropriate sections of Meridiancu.ca which pertain to governance and ensures that information is regularly reviewed and updated as appropriate. This includes but is not limited to:
- Updating Board member biographies.
- Updating the Director Nominations website page and ensuring there is clarity on process and timelines.
- Act as a first point of contact for all matters relating to the Board and the Board Committees, including responding to questions and concerns, and triaging requests as required.
- Responsible for coordination of all Board and Committee meetings and conference calls
- Responsible for advising appropriate members of management of upcoming Board and Committee meeting dates to ensure the required materials are submitted within the required timeline.
- Act as a relationship manager with other internal areas and promote awareness of and adherence to established Board governance policies and procedures.
- Assist in the coordination of Board member attendance to external education sessions and conferences.
Board Governance & Operations
- Ensure consistent service delivery for all Board and committee meetings
- Ensure timely and accurate information about decisions and requests for action resulting from Board and committee meetings are provided to senior leadership
- Responsible for the information related to Board and committee meetings, including agendas, schedules of meetings and minutes on the Board portal;
- Primarily responsible for coordinating and distributing meeting materials for:
- Board and Committee meetings and conference calls
- Board Strategic Retreat
- Director Orientation sessions
- Assist with the preparation and maintenance of Meridian’s Board governance materials, including the Board and Committees agenda, mandates, Terms of References, charters and policies
- Manage the preparation and maintenance of on-boarding materials for new Directors, and coordinate the orientation of new Directors
- Responsible for tracking action items and following up with appropriate members of management for completion.
- Responsible for designing and distributing feedback surveys on various Board strategic Retreats and Director Orientation sessions.
- Maintain a Work Plan of each Board and Committee’s responsibilities according to its Terms of Reference and ensure that each requirement is met throughout the Board year.
- Primarily responsible for ensuring all Directors satisfy applicable regulatory training requirements – includes identifying appropriate courses of interest, registration for Directors, tracking each Director’s training log, updating Directors’ individual development plans, monitoring allocated training budgets, and reporting to Governance Committee and Board on Director achievements.
- Responsible for reviewing Director self-assessment submissions – flagging any year-over-year discrepancies and creating the summary documents for review by the Corporate Secretary, Board Chair and Vice Chair. Collaborate with regulators and provide feedback on the self-assessment to offer opportunities for improvement.
- Responsible for the coordination of travel arrangements and for the initial review of Director expense claims
- Responsible for monitoring the Board’s annual budget, reporting and providing variance explanations to the Governance Committee and the Board on a semi-annual basis
- Responsible for maintaining accurate Board attendance records on a monthly basis. Ensure that correct per diems and quarterly retainers are paid to Directors. Includes reporting to Governance Committee and the Board and advising of any discrepancies.
- Assist in the scheduling and coordination of interviews between Directors and external governance consultant during the Board’s annual performance evaluation.
- Assist in the development, distribution and collection of the feedback survey tool used by the Audit & Finance Committee on the effectiveness of the credit union’s external auditor.
- Oversees both hardcopy and electronic records management for Board archives, including maintaining minute books and related reports
- Review Board governance policies, procedures and best practices on an ongoing basis, ensuring efficient administration and governance of Board operations.
General Corporate Governance
- Responsible for maintaining corporate archives
- Perform research on current and emerging governance policies, practices, programs, processes and trends to lead the development of recommendations to position the credit union as a leader in corporate and co-operative governance practices
Knowledge, Skills, and Abilities
- Post-Secondary Degree, or Paralegal Diploma/Certificate from a recognized Institute, specialization in the legal profession is preferred
- Minimum 5 years of experience working with corporate governance procedures and legal requirements of Board of Directors or similar groups
- Solid knowledge and understanding of corporate governance matters, as well as the roles, responsibilities and procedures of a Board of Directors
- Excellent organizational and prioritizing skills, including the ability to coordinate large volumes of materials and work to concurrent and/or conflicting deadlines
- Demonstrated experience with planning processes in coordinating a range of activities in support of Board of Directors meetings
- Excellent ability to multitask and proven time management skills
- Proven ability to work under pressure in order to meet frequent deadlines
- Strong ability to remain calm and courteous, even under pressure
- Proven passion for corporate governance and board processes
- Strong ability to work independently and evenings as required
- Attention to details and proven ability to prepare accurate reports and summaries
- Knowledge of the theories and principles of composition and expert knowledge of grammar, editing and proofreading techniques; detail oriented
- Strong project management and interpersonal skills
- Knowledge and understanding of Board bylaws, related policies and procedures and legislation
- Proven ability to communicate effectively (both orally and in writing) with all levels of employees, managers, Board Members and external organizations Demonstrated ability to manage a budget
- High Proficiency in technology including, word processing, spreadsheet and database applications
- Excellent analytical, problem solving and decision-making skill
Member Focus - Personally demonstrating that our Members are our highest priority.
Proactive - Seize the initiative by anticipating needs and identifying opportunities to provide a higher level of service.
Open Communication - Engaging in honest and transparent dialogue to develop mutual understanding, trust and cultivate deeper relationships.
Business Savvy - Continuously acquiring the knowledge needed to do one’s job to the fullest, using internal or external resources and applying the knowledge productively.
Partner Orientation - Initiates opportunities for collaboration and maintains productive relationships to achieve shared goals.
Integrity - Doing the right thing by always acting with openness, honesty and respect.
Talent Developer: nurtures and supports direct reports, identifies strong team members, develops digital and analytical skills in direct reports
Creates a Supportive and Positive Team Environment: creates and contributes to a positive team environment which encourages innovation, risk taking, and learning; speeds up team learning through sharing best practices; leverages the strengths and opportunities of the broader marketing team