Governance Administrator

Job summary

Coordinate Council and Committee meetings, prepare agendas and meeting materials, record minutes and action items, and produce related correspondence and reports. Support elections, appointments, member development, inquiries, confidential records, and approved expense reimbursements.

Job details

Since 1996, HR Associates has been a trusted partner to public and broader public sector organizations across Ontario. We specialize in placing interim professionals and administrative resources within the public, broader public, and not-for-profit sectors. Our consultants bring deep domain experience, a rigorous selection approach, and a strong commitment to client confidentiality. Our broader public sector client is seeking a Governance Administrator for a temporary assignment supporting Council and Committee activities within a regulatory organization. This opportunity is suited to candidates with experience in Board administration, Committee coordination, or secretariat support. Key Responsibilities Coordinate Council and Committee meetings, including scheduling, logistics, agendas, and meeting packages. Provide meeting secretary support by recording accurate minutes, decisions, and action items. Prepare and distribute correspondence, speaking notes, and Council and Committee reports. Support Council elections and Committee appointments in accordance with by-laws and legislative requirements. Arrange orientation sessions and professional development workshops for Council and Committee members. Respond to inquiries, update databases, and maintain confidential governance records. Monitor expenditures and process approved expense reimbursement claims. Qualifications Completion of post-secondary education. At least three years of experience coordinating Board, Council, or Committee activities. Knowledge of the regulatory environment and the role of statutory committees. Experience preparing agendas, meeting packages, and minutes, and providing meeting secretary or secretariat support. Strong organizational skills and attention to detail, with the ability to manage competing deadlines. Professional communication skills, tact, and discretion when handling confidential information. Advanced proficiency with Microsoft Office and experience with Board management, document sharing, and virtual meeting tools. How to Apply If you are interested in this opportunity, please submit your resume for consideration. If you require accommodation during the recruitment process, please call 416-237-1500 x.235.

What you’ll do

Coordinate Council and Committee meetings, prepare agendas and meeting materials, record minutes and action items, and produce related correspondence and reports. Support elections, appointments, member development, inquiries, confidential records, and approved expense reimbursements.

Requirements

Requires post-secondary education and at least three years of experience coordinating Board, Council, or Committee activities, with knowledge of regulatory environments and statutory committees. Candidates should have strong organizational, communication, and discretion skills, experience preparing meeting materials and minutes, and advanced proficiency with Microsoft Office and governance-related tools.

Listed skills

• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Board Administration
• Committee Coordination
• Meeting Coordination
• Agenda Preparation
• Meeting Package Preparation
• Minute Taking
• Secretariat Support
• Council Elections
• Committee Appointments
• Governance Records Management
• Confidentiality
• Expense Reimbursement Processing
• Microsoft Office
• Board Management Tools
• Document Sharing Tools
• Virtual Meeting Tools

Job areas

• Administrative
• Government & Public Sector
• Management & Leadership

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