Board Administrator

Board Administrator – ADAPT Board of Directors

The opportunity:

ADAPT is a not-for-profit corporation that has a critical role in Halton Region providing addiction services. ADAPT’s mission is to empower those with alcohol, drug, gambling, or behavioural addictions, and their families, to manage these concerns and to lead more fulfilling lives through the provision of comprehensive, evidence-based services, corresponding to their individual needs.

ADAPT has an opportunity for an independent contractor to provide administrative services to its Board of Directors on a fee-for-service basis.

What to expect:

The Chair of the Board of Directors will be the primary contact for the services contract. Reporting to the Chair of the Board, the services to be provided support the operations of the Board and its committees. This position acts as the liaison to the Board of Directors and related committees and administers a variety of functions for the Board including, but not limited to, agendas, minutes, meeting scheduling, and correspondence. You will support the timely, accurate, and comprehensive information needed to assist the Board and its committees in making informed decisions.

Interactions will be generally remote using Teams. This is a part-time role for an independent contractor with a significant amount of flexibility.

Services to be provided:

• Coordinate all Board and committee meetings.
• Prepare draft agenda for Board and committee meetings, including items to be brought forward from previous meetings. Finalize agenda once input is received from the Chair or committee chair, advising directors and committee members when meeting materials are available on the ADAPT Board portal.
• Prepare Annual Meeting agenda package ensuring the notice of the agenda is issued in accordance with the Board By-law.
• Manage all meeting logistics, including develop Board and committee work plans and calendars, timely preparation and distribution of agendas, notifications, and advance reading material.
• Serve as the recorder for all meetings ensuring that minutes are prepared in a timely manner.
• Communicate all decisions, actions, directives, and important information following Board and committee meetings to the appropriate individuals or stakeholders. Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the Board and committee members in a timely manner.
• Once minutes are approved via motion, ensure that any approved amendments are made, and final version posted to the appropriate SharePoint folder.
• Support the Board with the development and implementation of effective governance policies and processes.
• Maintain updated photos and bios of Directors and non-director committee members for the ADAPT website.
• Liaison with ADAPT’s IT support to coordinate access to the Board SharePoint portal and ensure restrictions are in place.
• Maintain the Board of Director’s Roster and ensure Annual Declaration forms are completed by all directors and non-directors.
• Coordinate orientation for new directors and non-director committee members.
• Ensure Board members’ expense claims are submitted for processing.
• Manage internal and external correspondence and inquires relating to the Board and including confidential and sensitive documentation.
• Liaise with stakeholders.
• Other duties as required by the Chair of the Board.

What Services Contractor/Firm brings to ADAPT:

• Administrative experience at the executive level
• A good understanding of effective board governance practices
• Previous experience supporting a board of directors an asset
• Excellent time management, and planning and organizational skills
• Ability to handle confidential information and matters with discretion
• Proactive, with an ability to problem solve
• Excellent prioritization skills and able to work without close supervision
• Well organized with a strong attention to detail
• Strong verbal and written skills
• Well-developed interpersonal and conflict resolution skills
• Strong organization abilities
• Proficient in Microsoft Office, Teams, Zoom, and SharePoint
• Governance Professionals of Canada certification an asset