Position Summary

The Governance Administrator is responsible for supporting and facilitating the administration of Board and Committee functions, including logistics, meeting management, and documentation. This role provides administrative support to the Governance Lead in the coordination of elections, appointments, orientation, training, and evaluation of Board and Committee members. The Governance Administrator collaborates with Executive Assistants and other staff to ensure Board and Committee priorities are met and operations run smoothly.

What you’ll do at OCP

Board Administration & Meeting Support

• Schedule meetings, arrange logistics, and coordinate resources for Board and Committee activities.
• Prepare and distribute meeting agendas, packages, and materials.
• Attend meetings, record and distribute minutes, and ensure timely documentation of discussions and decisions.
• Manage general administration and customer service for Board Directors, including website and contact list updates, Board dinner coordination, hotel contract negotiations, and evaluation surveys.

Committee Support

• Provide administrative support for Governance, Executive, Finance & Audit and Screening Committees.
• Coordinate logistics, scheduling, and materials management for committee meetings.
• Support the drafting of reports, briefing notes, and presentations.
• Assist with committee orientation, evaluation, and appointment processes, ensuring adherence to by-law and legislative requirements.

Governance Operations

• Support Board and Committee election processes, including logistics, communications, and vendor coordination.
• Assist with the development and presentation of orientation sessions for newly elected members and committee appointees.
• Maintain director profiles, manage application forms, and support scrutineer selection and meeting bookings.
• Track by-law changes, policy booklet updates, and manage remuneration and expense claims processing.

General Administration & Records Management

• Respond to general inquiries, update databases, prepare correspondence, memos, and reports.
• Monitor expenditures, identify variances, and process approved expense reimbursement claims.
• Provide backup support to other areas of the Executive Office as required.
• Ensure policies and procedures are implemented, updated, and documented; examine work processes for efficiency improvements and make recommendations to the Governance Lead and Registrar and CEO.
• Work within records management principles, departmental policies, and guidelines.

Collaboration & Customer Service

• Collaborate with Executive Assistants and other staff to support Board and Committee priorities.
• Provide excellent service to external parties and system partners, resolving issues or concerns in a timely and professional manner.
• Demonstrate attentiveness, responsiveness, and a focus on customer service in all interactions.

Other Duties

• Perform other reasonable duties as assigned by the Governance Lead and the Registrar and CEO.

What we’re looking for

• Excellent time management and organizational skills to effectively prioritize workload according to risk to the public and/or organization.
• Exemplary written and verbal communication skills; ability to deal effectively and professionally with external parties over the telephone and in writing and manage challenging communications.
• Exceptional attention to detail; ability to self-edit, catch errors, and ensure accuracy of data, information, and written communication.
• A focus on customer service with all external parties, demonstrating attentiveness and responsiveness.
• Ability to solve problems independently, using judgement to escalate, as required.
• Judgement and discretion; ability to maintain the confidentiality of sensitive material.
• Ability to compile and prepare data for regular reporting internally and externally.
• Team player with solid interpersonal skills combined with a focus on customer service.
• Adaptable and flexible with work requests.
• Self‐motivated with a “can do” attitude; willingness to tackle new challenges and upgrade skills when required.
• Ability to apply principles of process improvement, quality improvement and change management.
• Technologically savvy with the ability to leverage technological tools to enhance process efficiency and build reports as necessary. Proficient with Microsoft Office Suite (Outlook, Word, Power Point, Excel, OneNote, Teams, Forms, SharePoint), Adobe, and relational databases.

What experience we prefer

Education

College diploma in a related field (business, administration, or equivalent); university degree is an asset.

Experience

3–5 years of recent, relevant experience in an administrative or related role. Experience in a legal and/or regulatory environment and with statutory committees is a strong asset.

Why work for us?

We are the registering and regulating body for the profession of pharmacy practice in Ontario with a mandate to serve and protect the public interest.  In addition to ascertaining all registrants meet professional standards, the College sets and ensures ongoing adherence to professional and operational standards as it leads the advancement of pharmacy.

AI Disclosure

At Ontario College of Pharmacists, we value transparency and fairness in recruitment. While our system (ADP Workforce Now) includes AI-powered features, we do not use AI to screen, assess, or select applicants. All evaluations are conducted by people. 

If you are interested in joining the College, please apply by April 1, 2026 stating salary expectations at www.ocpinfo.com/about/careers.

OCP is committed to supporting accessibility and diversity.

Requests for accommodations can be made at any stage of the recruitment process. Applicants need to make their requirements known when contacted.

 We wish to thank all applicants for their interest in this position. We will only contact those whose skills, knowledge, and experience most closely match the requirements of the position.