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Board Secretary

Corporate – Greater Toronto Area, Ontario
Department Corporate
Employment Type Part-Time
Minimum Experience Experienced

Board Secretary

International Institute of Business Analysis (IIBA) – a Virtual Global Organization


International Institute of Business Analysis™ (IIBA®) is a not-for-profit professional association with over 29,000 members worldwide. IIBA is the world’s leading association for business analysis, dedicated to advancing the profession and uniting a community of professionals to deliver better business outcomes. IIBA supports the business analysis community and discipline through the development of standards of practice, certification programs, as well as on-line and face-to-face networking opportunities through our website, webinars, local Chapters and conferences.


IIBA is a rapidly growing organization, and, as such, any candidate hired into this position should find opportunities for a rewarding career with opportunities for personal and professional growth.  We have a great compensation and benefits package and employ self-directed go getters who thrive on innovation and best in breed practices.  If you are passionate about supporting a growing profession, then this may be the place for you.

All employees work virtually, therefore a minimum requirement is that you have a dedicated home office and high-speed internet.


IIBA is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.


For more information on IIBA or to join our association please visit our website at:  www.iiba.org


Role Mandate

IIBA is looking for a professional Board Secretary to support this growing mid-size Not-For-Profit organization. It is anticipated the incumbent to be available for work up to twenty (20) hours per week, three (3) weeks per month, with some evening work and possible weekend work two (2) times per year. Although the Corporate Office is in Ontario, the incumbent location may be flexible within North America as IIBA is a virtual organization.

Reports to

Chief Financial and Administration Officer


·         Scheduling, Notice, and Providing Materials

o    Working with the Chair of the Board and all Committee Chairs,  maintains the annual board calendar of all board and committee meetings, manages meeting invites using Microsoft Outlook and online video conference tools, and maintains attendance records for all meetings;

o    Responsible for posting all meeting materials in advance of meetings, as provided by internal staff or board members

·         Maintaining Minutes of all Committee/Board Meetings

o    Working with the respective Chair of the Board/Committee chairs and staff, maintains official minutes for all meetings, including appropriate detail on motions, follow-up actions, key discussion topics, etc.

·         Maintaining Corporate Records and Annual Corporate filings with Industry Canada

o    Maintain annual corporate filings with Industry Canada, coordinating with staff or other partners as required;

·         Maintain online Record Storage for Board for past meetings

o    Maintain virtual record storage for Board access to all materials, meeting minutes and presentations, governance policies and related documents, committee documents, reference materials as required;

·         Respond to Board Director Queries from time to time

o    Support Directors as required (may include circulation of documents, locating reference materials, etc).

·         Support Annual Call for Director Nominations

o    Support Governance Chair in any requirements for posting or tracking the annual process for Director Nominations

o    Maintain current lists of Directors, contact information, committee assignments, terms dates, conflict of interest documents,

o    Full document control, following up on outstanding/incorrect items;

·         ByLaws

o    Maintain the official ByLaws, maintain a record of all changes to ByLaws as approved at Annual General Meetings, and file appropriate Industry Canada/other legal notices of any changes as required from time to time.

Skills/Previous Experience Required

·         The ideal candidate has 5+ years’ experience working as a Board Secretary in the Not-for-Profit sector;

·         Related backgrounds might include 5+ years’ experience as Senior Paralegal or Senior Accounting working with Not for Profit Boards;

·         Proficiency with various software/application tools including Microsoft Outlook, Word, Excel, Powerpoint, PDFs, Sharepoint, Teams, Webex, Smartsheet, and general comfort taking on new applications, new tools as required;

·         Highly organized, responsive, methodical, attention to detail;

·         High ethical standards including respect, integrity and ability to maintain confidential information.

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  • Location
    Greater Toronto Area, Ontario
  • Department
  • Employment Type
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