Board Coordinator and Executive Assistant

THE OPPORTUNITY

Building Ontario Fund (BOF) is seeking a full-time Board Coordinator and Executive Assistant. (This job posting represents an existing vacancy.)

This position fulfills two important functions at Building Ontario Fund.

• This position will work directly with the Corporate Secretary to provide comprehensive administrative support to the Fund’s Board of Directors and its Committees as a member of the Corporate Secretary’s Office, and
• This position will work directly with the Chief Legal Officer & General Counsel as their Executive Assistant, performing the typical duties associated with that role.

Overall, this role plays a key part in ensuring smooth and professional administrative support for the Board, its Committees, and the CLO.

KEY RESPONSIBILITIES

To support the CLO, this position will:

• Provide confidential administrative support to the Chief Legal Officer and General Counsel Corporate Secretary & Corporate Counsel, and other team members within the Office of the Chief Legal Officer, including maintenance of calendars, preparation of agendas and documents for meetings, speaking engagements and presentations and coordinates the preparation and/or compilation of background materials.
• Draft and/or coordinate the creation and distribution of routine correspondence on behalf of the Chief Legal Officer, Corporate Secretary & Corporate Counsel, and other team members within the Office of the Chief Legal Officer, as required, including proof reading for accuracy and correctness.
• Coordinate the daily operations of the Office of the Chief Legal Officer, developing and implementing processes that improve office functionality, efficiency, and professionalism.
• Track and manage invoices and billing as necessary, including maintaining budget information for the Office of the Chief Legal Officer; reconcile p-card/invoice and expense statements.
• Maintain files and records (electronic and hard copy) in an organized, consistent, and confidential manner, using BOF’s procedures for protecting and maintaining the privacy of records, and following relevant document retention schedules.
• Exhibit confidentiality, discretion and superior judgement regarding all matters conducted in the Office of the Chief Legal Officer and safeguarding the confidentiality of personnel information, administrative records, files, and communications.
• To support the Board and its Committees, under the supervision of the Corporate Secretary & Corporate Counsel, this position will:
• Coordinate and assist the Corporate Secretary & Corporate Counsel in the scheduling, preparation for and execution of all Board/Committee meetings.
• Coordinate and assist in the execution of all initiatives promoting good governance related to the Board and its effective functioning.
• Participate in Board/Committee meetings, acting as on-the-spot administrative support (i.e. coordinating staff entering/exiting, providing support to external guests presenting)
• Liaise with staff to ensure deliverables for the Board/Committees are tracking towards completion and support the Executive and CEO review processes as required.
• Prior to Board/Committee meetings, prepare agendas and manage the agenda approval process; coordinate approval of final meeting materials, which includes the review of materials to comply with Conflict-of-Interest screens (which requires application of redactions to ensure materials are appropriately distributed to Board members prior to meetings), and posting all content to the Board information portal in accordance with timelines set by the Board Chair.
• Draft meeting minute templates, Committee Chair reports and Board memos as requested by Corporate Secretary and Corporate Counsel and/or Chief Legal Officer.
• Receive, review, track and respond to all conflict-of-interest assessments raised in connection with any third-party transaction associated with the delivery of the Building Ontario Fund (BOF) core mandate, the BOF Board of Directors, employees or third-party service providers, as may be specified by the Corporate Secretary & Corporate Counsel from time to time.
• Assist in maintaining updated governance documentation (i.e., reviewing committee charters and workplans to ensure compliance when building agendas, cross-referencing materials as needed and ensuring overall accuracy).
• Responsible for maintaining the Action Tracking List (i.e., tracking Board report-backs and EMT progress against same).
• Maintain of all governance, compliance, regulatory records associated with the Office of the Chief Legal Officer, as may be directed from time to time by the Corporate Secretary & Corporate Counsel

QualificationsEducation and Experience

• Bachelor’s Degree in Public Administration, Business Administration, Political Science, Office Administration (with governance or legal focus), or a related field, or equivalent experience.
• Prior experience supporting a Board and/or Corporate Secretary, ideally in a legal or governance environment, and/or public sector or regulatory body, including, but not limited to, preparing, and distributing board materials, records management, and coordinating meetings and logistics.
• 4 - 6 years’ experience in providing executive level services and support within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.
• Prior experience in delivering administrative services (e.g., budget, expenditure, procurement card, and expense claim policies; contract management; correspondence guidelines; records management, etc.).
• Prior experience using board management software (e.g., Diligent) _preferred, but not required_Knowledge and Skills

• Knowledge of the protocols and practices of an executive office within a public or private sector environment.
• Political acuity to pro-actively identify issues for executive discussion and stakeholder consultation.
• Strong verbal and written communication skills to relay and clarify information in a manner adapted to the requirements of specific situations and audiences.
• Strong interpersonal skills and professionalism to connect and build relationships with a wide range of stakeholders.
• Strong organizational and time management skills to prioritize activities, issues, and multiple demands; assess and reassess workload and priorities regularly to determine what time-sensitive priorities must be completed urgently while staying on top of other less urgent tasks.
• Sound analytical and evaluative skills to assess issues and inquiries in order to determine their urgency and impact.
• Sound critical thinking skills to recommend viable and effective administration solutions and review and coordinate information.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Teams).

THE ENVIRONMENTPhysical

Our office at 79 Wellington Street W, Toronto is steps from Union Station, with great dining and transit options.

As part of the Ontario Public Service, BOF requires employees to work in-officefive (5) days/week. We believe in-person presence and collaboration strengthens culture and service delivery.

WHAT’S IN IT FOR YOUCompetitive compensation

We offer fair, market-informed salaries that reflect your experience and qualifications, while balancing public sector responsibility.

The expected salary for this role is CA$76,600-$104,000 for candidates who meet the stated qualifications.A retirement plan that’s built to last

We offer a defined-benefit (DB) pension through the (Ontario) Public Service Pension Plan (PSPP) that provides predictable and secure income in retirement, indexed to inflation; early retirement options, survivor benefits, and is backed by the Government of Ontario. BOF also matches your contributions 1:1, adding ~9-11% of your salary in long-term value.

Benefits that prioritize your health & wellbeing

For this position, we offer:

• “Day-1” Health, Dental, Life, AD&D and LTD insurance coverage for you and your dependents, with 100% of premiums paid for by BOF, and no annual deductibles or “upgrade” fees
• $750 Health Care Spending Account annually
• Optional supplementary life, AD&D, and critical illness insurance for you and your dependents
• Discounted Corporate Gym Membership Options
• Employee Assistance Program (EAP) for confidential help with mental health, fitness, relationships, nutrition, finances, elder care, and legal services
• Pregnancy & Parental Leave Top-up
• Time to recharge including 4 weeks annual vacation time, 13 paid statutory holidays, 6 paid sick days/ year with up to 124 more days of sick leave at 75% of salary

THE APPLICATION PROCESSCurrent BOF employees should send their resume to HR@buildingonfund.ca

Please note that only applicants considered for introductory conversations, assessments, or interviews will be contacted. Selection is based on technical competence, relevant experience, and, where necessary, educational/professional credentials.

Accessibility & accommodations

We are committed to an accessible recruitment process. If you require accommodation, please advise us, and we’ll work with you to provide any necessary and reasonable support to facilitate your participation.

Among other methods, you may reach out to us through our website, or send an email to HR@buildingonfund.ca.

Commitment to diversity, equity & inclusion

Diversity and inclusion are core to BOF’s strength. We encourage applications from all backgrounds and identities, and hire through a merit-based process.

AI disclosure

BOF uses AI to support documentation and summarization of candidate conversations.