Vice President, Board Secretariat [E1]

Why you’ll love working here:

• high-performance, people-focused culture

• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves

• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth

• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).

• optional post-retirement health and dental benefits subsidized at 50%

• yoga classes, meditation workshops, nutritional consultations, and wellness seminars

• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

The Vice President, Board Secretariat plays a critical and strategic role in overseeing and managing the delivery of governance and board operations services. Reporting to the Chief of Staff & Corporate Secretary, this role provides expert advice and leadership in corporate governance. The incumbent will support the effective functioning of the Board and its Committees, manage board operations, and ensure compliance with Board policies.
This role acts as a strategic partner to senior leadership, ensuring that the governance framework and practices align with HOOPP’s mission, vision, and strategic objectives. The Vice President leads the Board Secretariat function with a forward-looking perspective, embedding innovation, compliance, and efficiency across all Board operations.

• Provide strategic leadership and expertise in corporate governance and board operations.

• Partner with senior leadership to ensure Board governance frameworks and processes directly support HOOPP’s strategic direction and risk appetite.

• Advise the Chief of Staff & Corporate Secretary, President & CEO and Board Chairs on key governance issues and risk assessments.

• Support the development and implementation of HOOPP’s corporate governance structure.

• Ensure compliance with fiduciary, legal, and regulatory obligations applicable to HOOPP’s governance structure.

• Oversee regular Board and Committee evaluations, governance effectiveness assessments, and follow-up action plans.

• Stay current with corporate governance best practices and trends.

• Develop, coordinate, and recommend innovative governance policies, practices, and procedures.

• Ensure governance documents, including Board and Committee mandates, are up to date and consistent with evolving best practices.

• Manage Board operations including scheduling, logistics, compensation, and technology support.

• Manage Board budget, forecasts, and accruals.

• Plan and execute all aspects of Board and Committee meetings and retreats.

• Establish and maintain consistent formats for Board and Committee meeting documents.

• Ensure timely distribution of agendas and meeting materials; maintain accurate meeting minutes.

• Act as recording secretary for Board and Committee meetings.

• Manage Board requests and ensure timely responses; maintain up-to-date board planning calendars.

• Administer onboarding, training, and orientation for new Board Members.

• Coordinate Board activities and monitor annual planning and reporting.

• Support Board Chair, Vice Chair, and Committee Chairs in fulfilling their roles.

• Act as a key liaison between the Board, senior leadership, external stakeholders and advisors to ensure clear communication, alignment, and accountability.

• Cultivate strong, trust-based relationships with Board and Committee members, ensuring transparency and responsiveness.

• Develop and enforce communication protocols for the secure and confidential flow of information to and from the Board.

• Lead, coach, and develop a high-performing team that provides best-in-class Board support and services.

• Foster professional growth and succession readiness within the function to ensure continuity and resilience.

• Champion the use of digital governance tools, board portals, and analytics to drive operational excellence and improve efficiency and insight.

• Continuously evaluate and streamline processes to enhance the effectiveness and agility of governance operations.

• Maintain the highest standards of confidentiality, information security, and data governance in all Board Secretariat operations.

• Bachelor’s degree in Law, Business Administration, or related field; Governance Professionals of Canada designation or certification in Corporate Governance is an asset.

• Minimum of 10 years of experience in senior leadership roles, including corporate governance.

• Experience interacting with sophisticated Boards of Directors and senior management.

• Strong knowledge of corporate governance guidelines.

• Demonstrated strategic planning, operations, policy development, and implementation experience.

• Experience in office management, budgeting, administration, and supervision.

• Advanced proficiency in Microsoft Office suite and board software applications.

• Proven ability to manage compliance with fiduciary, legal, and regulatory frameworks in a complex organizational environment.

• Outstanding technical, analytical, and written communication skills, with a proven ability to convey information clearly and effectively.

• Strong interpersonal skills and ability to influence and build relationships across all levels.

• Business-minded with a sense of urgency and ability to balance risks with organizational goals.

• Proactive problem solver with sound judgment and diplomacy.

• Strong leadership abilities and executive presence.

• Ability to inspire and develop talent and foster a collaborative team culture.

• High ethical standards and ability to achieve consensus among stakeholders.

• Exceptional organizational skills and attention to detail.

• Maintains composure in high-pressure situations and consistently meets stringent deadlines.

• Strategic thinker capable of translating insights into actionable organizational improvements.

• Committed to continuous improvement, innovation, and maintaining the highest standards of governance excellence.