200 - Senior Clerk of Governance

About the Role: 

The Senior Clerk of Governance (SENIOR CLERK) supports governance operations for the Provisional Council of the Métis Nation of Ontario (PCMNO), the Executive Committee, the Finance and Audit Committee (FAC), and the MNO Cultural Commission (MNOCC). Key responsibilities include scheduling meetings, preparing meeting material, taking minutes, tracking action items and resolutions. The SENIOR CLERK also ensures that branches and implementation leads provide timely updates to motion minute reports (MMRs) for the PCMNO, MNO Annual General Assemblies (AGA), and other key governance committees as required.

The SENIOR CLERK oversees the MNO record matrix and collaborates with the PCMNO, Provincial Secretaries, senior leadership, and branches to ensure that actions and updates are properly recorded. The SENIOR CLERK works with the Chair, Vice-Chair, and C-Suite to develop a PCMNO meeting and workshop schedule, establish clear timelines, and follow standard operating procedures (SOPs) to ensure meeting materials are provided on time, speakers are secured, and post-meeting follow-up is completed. 

What You Will Be Doing: 

Governance Operations & Committee Support

• Lead governance operations supporting PCMNO, Executive Committee, FAC, MNOCC, AGA, and other governance bodies as assigned.
• Work closely with the Chair, Secretary Treasurer, senior leadership and MNO legal counsel where required to advance the PCMNO agenda and meeting schedules
• Develop and maintain annual governance calendars, meeting schedules, and critical timelines in collaboration with leadership.
• Develop and maintain a Standard Operating Procedures manual for PCMNO meeting operations and orientations
• Oversee meeting coordination, including agendas, materials, logistics, presenters, technology, and post-meeting follow-up.
• Attend meetings as required to provide governance and procedural support.
• Prepare and distribute meeting books and materials through BoardEffect or other approved systems.

Governance Records, Reporting & Compliance

• Draft and finalize meeting minutes, summaries, records of decision, and governance communications.
• Ensure resolutions, action items, and directives are accurately tracked and reported to completion.
• Oversee Motion Minute Reports (MMRs), governance tracking tools, and regular status reporting.
• Maintain, organize and coordinate governance records, records systems, repositories, record matrices, access controls, and confidentiality safeguards.
• Support the development, implementation and ongoing improvement of document and records management systems and processes
• Ensure records management practices align with organizational policy, applicable legislation, and governance best practices.

Leadership & Team Oversight

• Supervise, assign, review, and support the work of a small governance support team.
• Manage recruitment, onboarding, training, performance, attendance, and employee development for direct reports.
• Establish team priorities, service standards, and quality expectations to ensure effective delivery of governance support services.

Strategic Support

• Provide advice and recommendations to leadership on governance processes, procedural risks, meeting effectiveness, and operational improvements.
• Identify issues, missed deadlines, or process gaps and recommend practical solutions.
• Develop and maintain governance SOPs, templates, and internal processes to improve consistency and efficiency.
• Research and prepare briefing notes, reports, presentations, and other materials for leadership decision-making.

Stakeholder Support & Organizational Values

• Liaise with leadership, branches, Executive Assistants, and other stakeholders to coordinate governance priorities and obtain required updates.
• Coordinate onboarding and orientation for new governance members or participants.
• Provide training and support on BoardEffect, governance processes, and records systems.
• Promotes the values of the organization within the workplace and in the community by demonstrating positive and professional relationships with others (employees, citizens, council, volunteers, advocates, etc.)

General Responsibilities

• Maintain discretion when handling confidential or politically sensitive information.
• Reports all unsafe conditions, hazards or practices, accidents and incidents in accordance with the Occupational Health and Safety Act and adheres to all Health and Safety requirements within the MNO’s policies and procedures and provincial legislation.
• Performs other job/branch-related duties as required.

Qualifications:

• University Degree Public Administration, Public Policy, Public Affairs or similar
• 7 to 10 years of experience in a political core governance operation (or comparable) position
• Management or supervisory experience
• Demonstrated ability to write high quality evidence and data-based reports and professional presentations.
• Demonstrated ability in operate in busy governance atmosphere.
• Demonstrated ability to quickly acquire and expand knowledge and to be flexible in a demanding and dynamic environment.
• Experience in employee life cycle activities: recruitment, training, coaching for performance, discipline, and termination
• Experience in conflict management
• Experience designing and implementing project work plans
• Previous experience dealing with confidential information.
• Strong desire to act in the service of the Métis Citizens, to advance and uphold rights and culture.
• Knowledge and understanding of board (MNO) Bylaws and governance requirements
• Ability to identify gaps, risks in policy and/or bylaws and produce briefings for legal and senior leadership
• Completion of post-secondary education in a related field or equivalent combination of education and experience in government, political science or communications.
• A high degree of technology literacy and proficiency in standard office equipment.
• Advanced communications skills, both written and verbal.
• Highly advanced writing skills
• Demonstrated ability to balance completion of own work with that of the team, superior organization skills and time/priority-management
• Demonstrated ability to motivate a team to accomplish objectives
• Demonstrated ability to solve conflicts and to manage challenging situations
• Basic understanding of applicable employment law legislation
• Strong research and analytical skills.
• Strong project coordination, including the design and implementation of project work-plans.
• Superior organization skills.
• Highly detail-oriented.
• Demonstrated ability to manage competing demands and assess changing priorities.
• Demonstrated ability to assess situations and problem-solve independently.
• Demonstrated ability to work alone/independently with minimal supervision.