The Ontario Stone, Sand & Gravel Association (OSSGA) is seeking a highly organized, detail-oriented Governance & Policy Administration Co-ordinator to support the Association’s governance activities, policy files, research and administrative projects.
This role is responsible for keeping information organized, accurate and current, and coordinating Board activities and meetings. Key activities include preparing Board and committee materials, meeting notes and minutes; maintaining issue summaries and timelines; conducting research; and creating and updating reports, documents and spreadsheets. The role also assists with OSSGA industry awards program and training events.
Working closely with the Executive Director and staff, the successful candidate will help ensure that decisions, supporting information and action items are clearly documented and readily accessible.
This position is ideal for someone who enjoys organizing complex information, writing clear summaries, improving administrative processes and supporting a collaborative team.
Reports directly to the Executive Director.
Key Responsibilities: Governance, Board & Committee Administration (30%)
- Coordinate Board of Directors activities and meetings, including scheduling, meeting logistics, communication with directors and distribution of materials.
- Coordinate committee meetings and assist committee chairs and members with preparing presentations, updates, reports and other materials needed to support committee activities.
- Prepare and compile Board and committee agendas, meeting packages and supporting documents; attend meetings and prepare accurate minutes, meeting notes and action-item summaries.
- Track decisions, commitments and deadlines, and coordinate follow-up with staff and committee members.
- Maintain governance records, corporate documentation, Board and committee directories, and terms of reference.
- Support Board orientation, annual meetings, elections and other governance activities.
- Organize and maintain Board and committee files and SharePoint resources so materials are current and accessible.
Policy Files, Records & Information Management (30%)
- Maintain organized policy and issue files, including correspondence, submissions, research, meeting records and government updates.
- Create and update issue summaries, historical timelines and tracking documents to reflect developments, decisions and outcomes.
- Review incoming information and incorporate relevant updates into existing files and reports.
- Develop and maintain filing structures, naming conventions and document-control practices that support consistent information management.
- Create, update and maintain spreadsheets, databases and tracking tools related to licensing, regulatory matters, policy issues and Association activities.
- Review records for accuracy, completeness and consistency, and identify missing or outdated information.
- Maintain SharePoint folders and shared resources to support efficient retrieval and collaboration.
Research, Reporting & Project Support (15%)
- Conduct background research on policy, regulatory, municipal and industry issues under the direction of the Executive Director and relevant staff.
- Monitor relevant government announcements, council agendas, legislation and policy developments.
- Gather, verify and organize information from correspondence, reports, public sources, members and external partners.
- Summarize research findings and complex information into clear briefing notes, reports, timelines and presentations.
- Prepare, format and update documents and spreadsheets for staff, committees and the Board.
- Assist with team projects by coordinating information, maintaining project records and tracking deliverables and deadlines.
- Identify information gaps and flag developments requiring staff review or follow-up.
Events & Association Support (15%)
- Assist with the planning, logistics and delivery of OSSGA industry and training events as needed, including registration, event materials, participant communications and on-site support.
- Provide administrative and logistical support for member meetings, webinars, conferences and other Association initiatives as required.
Executive & Team Administrative Support (10%)
- Provide executive and administrative support to staff as needed.
- Plan and organize meetings for the Executive Director, including scheduling, preparing materials and coordinating logistics.
- Draft, format and update correspondence, reports, presentations and other materials to support the Executive Director and team.
- Coordinate follow-up on assigned tasks and requests.
- Handle confidential and sensitive information with discretion and sound judgment.
Qualifications
- Postsecondary education in business administration, public administration, governance, communications, political science or a related field, or an equivalent combination of education and relevant experience.
- Minimum five years of relevant administrative, governance, records-management or policy-support experience.
- Experience supporting boards, committees, senior leadership or membership-based organizations is an asset.
- Strong writing, editing and research skills, including the ability to summarize complex information clearly and accurately.
- Experience preparing meeting minutes, reports, briefing materials and tracking documents.
- Strong information-management skills, with experience organizing electronic files and maintaining accurate records.
- Proficiency with Microsoft 365, particularly Word, Excel, Outlook, Teams and SharePoint.
- Ability to create and maintain spreadsheets, organize data and produce clear, consistently formatted documents.
- Excellent organizational skills and attention to detail, with the ability to manage competing priorities and deadlines.
- Ability to work independently, follow through on assignments and collaborate effectively with a small team.
- Demonstrated discretion when handling confidential information.
- An interest in governance, public policy, research or association administration.
Key Competencies
- Organization and information management
- Accuracy and attention to detail
- Research and information synthesis
- Clear written and verbal communication
- Judgment and discretion
- Initiative and problem-solving
- Coordination and follow-through
- Collaboration and adaptability
Compensation
Competitive salary and benefits package commensurate with experience.
About OSSGA
The Ontario Stone, Sand & Gravel Association represents producers and suppliers of the stone, sand and gravel that build Ontario’s communities, housing and infrastructure. OSSGA works collaboratively with industry, government, municipalities, Indigenous communities and stakeholders to support the responsible supply and stewardship of Ontario’s aggregate resources. Visit ossga.com or GravelFacts.ca
