INTERNAL/EXTERNAL

PERMANENT OPPORTUNITY

POSITION : Committee Secretary SALARY : $51,487.97 - $62,766.29

(Exempt – Grade Level 4)

DIVISION : Legal Services FILE#: TCHC#10LS29

LOCATION: 931 Yonge Street # OF POSITIONS: 1

Toronto Community Housing is the largest social housing provider in Canada and the second
largest in North America. It is home to about 164,000 low and moderate-income tenants in
58,500 households, including seniors, families, singles, refugees, recent immigrants to Canada
and people with special needs. Our tenants come from diverse backgrounds. This diversity
includes age, education, language, sexual orientation, mental and physical disability, religion,
ethnicity and race as well as increasing diversity in lifestyles and values. Our portfolio includes
more than 360 high-rise and low-rise apartment buildings throughout the city. We are
recognized as one of Canada’s top 100 Employers and Greater Toronto’s Top 90 Employers.

POSITION SUMMARY
The Legal Services Division is a fast-paced work environment and as such the successful
candidate must be extremely organized, able to deal with competing priorities and have excellent
communication and time management skills. Your key responsibilities will include corporate
maintenance and oversight of the committees mandated by the Toronto Community Housing
Board of Directors and certain subsidiaries, as well as work with and provide support to the
Corporate Secretary. You will handle highly confidential and sensitive information concerning
the corporation. You are a self starter and will be required to work with a high degree of
independence, utilizing tact and good judgement.

RESPONSIBILITIES

 Acts as a key participant in the planning and service delivery for the committees of the
Board of Directors and certain subsidiaries
 Coordinates the logistics for any meetings, governance and strategic planning sessions for
the committees of the Board, including assisting or providing program planning,
professional development programs or session facilitation for the Board committees as
needed
 Organizes meetings, prepares committee materials and acts as secretary at various
meetings by recording minutes, determining appropriate process questions, understanding
any conflicts of interest that might arise and how they can be dealt with and advising on
levels of authority or delegated authority possessed by the committee or subsidiary
 Coordinates and facilitates the committee meetings, including preparing schedules,
notices, agendas, materials, logistics and minutes
 Works closely with the chairs of the committees and respective senior executive in the
planning of committee meetings
 Creates and distributes the agenda for committee meetings, in a timely manner
 Records, composes and distributes accurate minutes of the committee meetings in a timely
and professional manner
 Edits, formats and on occasion composes reports, materials and correspondence for the
committee chairs and senior executives
 Creates and maintains an annual calendar of the Committee activities and meetings
 Provides executive support to the members of the Board committees
 Acts as custodian for corporate and historical records, meeting minutes and related Board
and committee information
 Responds to various requests regarding corporate information
 Ensures that external correspondence to, and requests made of, the committees or
relevant to the governance of Toronto Community Housing is reported and responded to in
a timely manner
 Ensures that all required corporate filings are made at the appropriate time for the
corporation and certain subsidiaries
 Ensures website updates of Board and committee meetings and materials
 Works in collaboration with Corporate Secretary to ensure payment of Directors’ fees,
reviews expenses of the committees and ensures that activities are performed within
directives or policies of the Board
 Provides back-up support in the absence of the Corporate Secretary
 Assists Corporate Secretary with updating, maintaining and safe storage of the corporate
minute books of Toronto Community Housing and certain subsidiaries
 Assists Corporate Secretary to coordinate and oversee the Annual General Meeting
 Assists Corporate Secretary to maintain and update the Board of Directors Handbook and
assists in orienting newly appointed members
 Stays current with corporate governance developments and best practices
 Assists with access to information requests, including receipt, documentation, tracking,
investigations and taking action on privacy requests and with the Information and Privacy
Commissioner
 Assists with legislated compliance requirements as needed
 Other duties and responsibilities not specifically described may be assigned from time to
time

QUALIFICATIONS
 Minimum of 5 years corporate secretarial experience
 Post-secondary degree or diploma in a relevant field of study (law, business, or related
program)
 A designation from Chartered Secretaries Canada is an asset
 Sophisticated professional with exceptional technical skills in the corporate secretariat area
 Very good understanding of the legal framework surrounding the corporate secretariat
function
 Knowledge and experience dealing with corporate governance and compliance issues
 Knowledge and experience with privacy and access to information field
 Experience with board meeting procedures and exposure to general corporate law
 Experience supporting and proficient in minute taking for committees and/or Board of
Directors
 Demonstrates integrity and ethical leadership, detail oriented, flexible, and creative
 Able to handle sensitive and confidential situations with a high degree of tact, diplomacy,
confidentiality and professionalism
 Excellent interpersonal, problem-solving and organizational skills, with a proficiency in a full
range of office responsibilities and procedures
 Ability to work as part of a team and build relationships with the Board and senior
management
 Ability to establish harmonious and effective working relationships at all levels, both internally
and externally
 Good organizational skills, resourceful, effective and efficient at marshalling multiple
resources/tasks and action follow up
 Superior time management skills, and an ability to multi-task and deal effectively with
competing demands
 Excellent working knowledge of English grammar, vocabulary, spelling and punctuation
 Excellent oral and written communication skills including superior drafting skills
 Excellent customer service skills to respond to enquiries from a variety of internal and external
stakeholders and from people of diverse language and cultural backgrounds
 Proficiency with computerized business applications including word processing, spreadsheet,
presentation, and information databases
 Ability to work independently with minimum supervision, prioritize projects, meet strict
deadlines, and take initiative
 Precision, attention to detail and ability to collect and organize information
 Working knowledge of Toronto Community Housing policies and procedures and relevant
legislation that is applicable to Toronto Community Housing, including the Ontario
Business Corporations Act (OBCA), the Social Housing Reform Act (SHRA) and the
Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Toronto Community Housing is committed to equity in employment. Our goal is a

diverse, inclusive workforce that reflects the communities we serve.
We strongly encourage applications from women and men, people from racialized
communities, visible minorities, persons with disabilities and aboriginal persons.
 
Persons with disabilities who need accommodation in the application process, or those
needing job postings in an alternative format, may e-mail a request to:
human.resources@torontohousing.ca.

Applications must be received by April 7, 2010 at:

Human Resources Division

Toronto Community Housing Corporation
931 Yonge Street, 4th Floor
Toronto, Ontario, M4W 2H2
Fax: 416-981-4260
E-mail: Human.Resources@torontohousing.ca

Posting Date: March 24, 2010

Human Resources Contact: Teresa Sarno 416-981-4284

Division Contact: Marta Asturi 416-981-4238