Job Title

EXECUTIVE OFFICE AND GOVERNANCE COORDINATOR Reports to: Lead, Governance, Licensing & Executive Office Status: Full Time Direct Reports: None Travel Requirements: Some Office Hours: 8:30 4:30 May be required to attend off hours functions/meetings THE OPPORTUNITY: The Healthcare Insurance Reciprocal of Canada (HIROC) is a trusted healthcare safety advisor, committed to offering a full spectrum of insurance, risk and claims management products and support. HIROC knows healthcare as it is the largest not-for-profit healthcare liability insurer in the country, with over 700 healthcare organizations which are part of the Reciprocal. Combined with sage counsel and risk management solutions, HIROC works with its partners to increase safety. The Executive Office and Governance Coordinator works as part of a team with the Lead, Governance, Licensing and Executive Office in one of the main outward-facing departments of HIROC. The team provides professional, superior and comprehensive support for HIROCs Executive Office, Governance and Licensing functions. The successful candidate for this position will: Have the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality; and Work collaboratively to ensure an environment of open and clear communication, and friendly, supportive and professional relationships with all internal and external parties. KEY RESPONSIBILITIES: Reports to and supports the Lead, Governance, Licensing & Executive Office Completes a broad variety of administrative tasks that facilitate the Lead, Governance, Licensing & Executive Offices ability to effectively lead the Executive Office, support the Board of Directors and ensure that HIROCs Licensing Obligations are completed professionally, comprehensively, , efficiently and in a timely way. This includes but is not limited to: Collaborating to ensure that all administrative, finance, scheduling, governance and licensing functions of the Executive Office are professionally delivered Managing the CEOs calendar and appointment requests Assisting with drafting assembling and posting Board and Committee meeting material to the HIROC Board Portal Completion of Board and Committee member expenses and quarterly compensation processing and reconciliation Completing all other departmental expense reconciliations Ensuring that logistics for In-House Board and Committee meetings are in place by working closely with Office Administrator and Receptionist & Office Coordinator. Providing support to internal HIROC Committees as assigned, by scheduling meetings, preparing professional minutes and engaging with HIROC colleagues to ensure all follow-up items are completed. Booking meetings and consultations for department Booking Travel and logistics for department Provide ongoing assistance to the CEO and Lead, Governance, Licensing & Executive Office in other areas as required Collaborating to manage confidential and non-routine information. Liaising with a broad variety of key stakeholders, government officials, community partners and others. Assisting with and providing backup for submission of Annual Filings and other licensing requirement in Provinces where all HIROC Group organizations are licensed and maintaining and updating annual trackers accordingly. Assist other departments with administrative functions as needed Assist in the planning for the Annual General Meeting and Risk Management Conference and Annual Board retreat. Serves on internal Committees as required to represent the Executive Office. All other duties as assigned. KNOWLEDGE, SKILLS & ABILITIES: The successful candidate will possess the following qualifications: Able to maintain a high level of integrity and discretion generally and specifically in handling confidential information. Excellent judgment is essential. Strong ability to execute work through a diversity, equity, and inclusion lens. An enthusiastic and creative thinker, who is enjoy driving performance improvement and is passionate about contributing to an organization which has a Vision to Partner to create the safest health care system Canadians. Flexibility to respond to changing needs with little or no notice Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. Strong verbal and written communication skills in English. Exceptional organizational skills and impeccable attention to detail. High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, Subscribers, community and government leaders and other external stakeholders. A deep understanding of all aspects of HIROCs Vision, Mission and Values. Making appropriate, informed decisions regarding priorities and available time. Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. EDUCATION, TRAINING & EXPERIENCE: University or College Diploma in a related field or a comparable mix of education and experience required Professional Governance Training Certificate considered an asset Significant (5-years or more) executive support experience, including supporting C-level executives. Experience supporting or assisting to support a board of directors is highly preferred. Minimum 3-years experience taking professional Board Minutes Microsoft Office Outlook, Word, Excel, PowerPoint WORKING CONDITIONS: Hybrid work model currently requiring two days of in office work per week and scheduled to support office collaboration and needs Working at a computer for most of the day Some travel may be required Valid Ontario G drivers licence and access to a vehicle TO APPLY: Please submit your rsum to HRhiroc.com In order to be considered for this position, please include a current rsum or detailed qualifications summary with your application. Only those selected for an interview will be contacted. HIROC is committed to fostering a climate of equity, diversity, inclusion, and accessibility. HIROC respects the diversity of all members of its community and welcomes applications from those who have demonstrated a commitment to the values of equity, diversity and inclusion. Applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Mtis and Inuit peoples, racialized persons, persons with disabilities, those who identify as women, 2SLGBTQ, individuals who self-identify on the basis of any of the protected grounds under the Human Rights Code and/or others who may contribute to the further diversification of ideas within its community are encouraged. HIROC is committed to fair assessment of a candidates abilities, and consideration for diversity of thought, method, and experience, including non-traditional career paths. HIROC is committed to providing a barrier-free environment for all stakeholders, including its participants, employees, job applicants, suppliers, the public and any visitors who may enter its premises, access its information, or use its services. As an organization, HIROC respects and upholds the requirements set forth under the Accessibility for Ontarians with Disabilities Act (AODA) and its associated standards and regulations and will ensure that HIROC offers a safe and welcoming environment that is respectful of each person''s dignity and independence.