Governance Coordinator & Executive Assistant

Operations and Administration Team · Vancouver, British Columbia
Department Operations and Administration Team
Employment Type Full-Time
Minimum Experience Mid-level
Compensation $65K annually

DEPARTMENT:  Operations Team 

REPORTS TO:  Director of Operations

POSITION TYPE: Full-time, Permanent

SALARY:  $65,000 minimum 

POSTING CLOSING DATE:  March 5, 2021



ABOUT THE LAW FOUNDATION OF BC


The Law Foundation of British Columbia (the Foundation) has a mission to advance and promote a just society governed by the rule of law, through leadership, innovation and collaboration. It has been doing this since 1969, using funds arising from interest paid on lawyers’ pooled trust accounts and other sources to make the law and justice system accessible, particularly to those segments of the public who face the greatest barriers to access. Through its funding, the Foundation supports:

 

  • a network of 50 poverty law advocacy programs 
  • a network of 25 family law advocacy programs  
  • clinical legal education programs at all three law schools
  • a variety of public interest law programs
  • public legal education programs
  • support for the provision of legal aid and public law libraries
  • important work in law reform; and
  • several other programs and projects that contribute to enhancing the rule of law and access to justice in British Columbia

 

Working at the Foundation means joining a team of passionate, hard-working professionals. We strive to build an inclusive and respectful working environment, where all employees are valued for their contributions to our mission.

 

We offer a comprehensive benefits program, which includes:


  • Generous extended health and dental coverage for the employee, spouse, and dependents
  • 3 weeks annual vacation to start and late December office closure
  • Wellness spending account
  • RRSP contribution of 6% of salary without matching requirement
  • Generous sick leave entitlement
  • Flexible work arrangements
  • Relevant professional fees and memberships covered 
  • Training and professional development opportunities
  • Family friendly workplace policies, parental leave top-ups, life insurance plan, and a workplace culture with an overarching emphasis on wellness and work life balance
  • Policies to support work from home and  COVID-19 support and benefits


To learn more about what we do, please visit www.lawfoundationbc.org


ABOUT THE ROLE


The Governance Coordinator & Executive Assistant will join a dynamic team that is working to create innovative solutions to difficult access to justice challenges that affect diverse communities in British Columbia.  This role will support the Law Foundation of BC's Board of Governors, which is made up of 18 volunteer members.  The Foundation seeks to ensure access to justice through its five mandated program funding areas: legal education, legal research, legal aid, law reform and law libraries.


Reporting to the Director of Operations, the Governance Coordinator & Executive Assistant plays a critical role within the Foundation, providing coordination and support for the Board of Governors.  This includes liaising with governors, coordinating and supporting the entire governance process (including board meetings and committee meetings), managing the administration of governance materials, producing effective agendas and minutes, and tracking action items and motions arising from meetings.  This position also contributes to the continuous improvement of governance administration processes and provides executive support to the Executive Director, Director of Policy and Programs and Director of Operations.  This individual will be highly attuned to the strategic priorities of the Foundation and the Board of Governors.  

 

The Foundation is currently undergoing a review and modernization of its internal systems. The position will also play an integral part in supporting changes related to governance processes, administration, and support, and will provide recommendations where this is opportunity for improvement. 



EDUCATION & EXPERIENCE

 

The Governance Coordinator & Executive Assistant will have at least one or a combination (or equivalent) of the following education and experience:


  • Undergraduate degree or diploma in a relevant discipline
  • Minimum two years' experience in a governance environment
  • Experience in minute taking and agenda building, and supporting collective decision-making bodies
  • Experience supporting top level executives
  • Proficiency with Microsoft Office 365 (Teams, Outlook, Word) and video conferencing technology (Teams, Zoom)
  • Experience with content management systems an asset (e.g., Diligent )

 


RESPONSIBILITIES


Governance Coordination


  • Serves as liaison and as a governance resource to the Foundation and to the Board of Governors
  • Develops and coordinates board and committee meeting agendas and minutes and other materials that support governors to fulfill their duties
  • Reviews materials prepared for the Board and its committees to ensure quality and compliance with Board policies and sound governance practices
  • Coordinates and manages the administrative flow of materials, action items and motions for their approval and distribution to the Board and committee
  • Develops, implements, and manages the tracking system for the standing committees’ action items to define timelines and follow-ups
  • Tracks and identifies when board policies should come due for review and works with Executive Director and Board Chair on updates
  • Participates in and contributes to the continuous improvement of governance practices, procedures, and systems
  • Manages and administers systems to ensure Board documents are securely stored and manages access to Board and committee documents in accordance with established guidelines
  • Supports the Executive Director and Board Chair with the onboarding and orientation of new Board members
  • At the direction of the Executive Director, updates the Board of Governors Manual and other internal procedural guidelines
  • Assists with reappointment processes, as well as the appointment and reappointment of Board members
  • Maintains thorough knowledge of the board policies, as well as procedures, precedents, and committee mandates

 

Executive Support

 

  • Managing the ED’s calendar and commitments through careful planning, communication, and coordination
  • Coordinating and prioritizing meetings with governors, regulatory bodies, and other key stakeholders
  • Proofreading, editing, and formatting draft correspondence prepared by other staff for the ED’s signature
  • Anticipating information needs and compiling information packages for meetings, conferences, appointments, etc.
  • Managing daily administrative functions of the ED, including anticipating daily needs, ensuring the ED is briefed on all appropriate matters, maintaining effective tracking and bring-forward systems
  • preparing monthly expense reports for the ED, Director of Policy and Programs and Director of Operations and processing accounts payable
  • Providing administrative support to the Director of Policy and Programs and Director of Operations from time to time

 

Note: This job may require additional responsibilities and duties as assigned by the Law Foundation of British Columbia. 

 

KNOWLEDGE, SKILLS & ABILITIES

 

The Governance Coordinator & Executive Assistant would benefit from the following skills, abilities, and attributes:

 

  • Proven ability to work effectively in a high-pressure environment with frequent interruptions, and to prioritize multiple competing demands and meet tight deadlines
  • Demonstrated ability to form effective working relationships across all levels of the organization
  • Demonstrated ability to interact with senior levels of leadership with tact and discretion
  • Excellent judgement, such as being able to identify contentious and politically sensitive issues and respond appropriately
  • Excellent communications skills, both verbal and written, including the ability to synthesize and summarize complex information so that it is easily understood.
  • Ability to resolve problems by identifying and interpreting situations and applying ingenuity to effectively resolve
  • Excellent interpersonal skills, including active listening, and probing for information to clarify requests
  • Proven track record of taking initiative
  • Ability to plan, prioritize, and complete assignments independently
  • Ability to effectively provide instruction in areas of expertise

 

APPLICATION PROCESS


We strongly encourage applications from members of communities that are marginalized or that experience structural discrimination including those identifying as Indigenous, people of colour, members of non-dominant ethnic, religious, linguistic, and/or cultural groups, women, (im)migrants/newcomers, people with (dis)abilities, and LGBTQ2S+ people, and we strongly encourage applicants to self-identify in their application if they feel comfortable in doing so. In order to achieve a representative team, preference may be given to applicants self-declaring as being a member of one or more of the groups identified above. The Foundation believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission.

 

Please submit the following through this application portal:


  1. Resume (upload as PDF).
  2. Cover letter (upload as PDF)
  3. Three references who can speak to your skills and experience (whether paid or unpaid). Please enter these directly into the provided fields in the portal. The Law Foundation may request that a candidate provide supplemental references if required.

 

When submitting your application please name and save your attachments with your first and last name in the title, such as: “FirstnameLastname Resume.pdf” and “FirstnameLastname Cover Letter.pdf”.

 

Interviews will be conducted by Foundation staff by video. The Foundation will make appropriate accommodations, if needed, for candidates that we interview.

 

By submitting your application, you certify that all information submitted is true, complete and correct. Any information provided in your application, any assessment documents or processes and/or an interview that is found to be false or misrepresented in any respect, may eliminate you from further consideration for employment or may result in dismissal.

 

We acknowledge that the Foundation’s main office is located in Vancouver on the shared lands of the Musqueam, Squamish and Tsleil-Waututh Nations, and conducts its work throughout the homelands of Indigenous Peoples across the place we now call British Columbia. The Law Foundation of BC is committed to supporting a just and meaningful reconciliation between Indigenous peoples and others in these lands.

 

If you have any questions about this role, please contact Andrea Gutierrez, Director of Operations, by email at agutierrez@lawfoundationbc.org.

Thank You

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  • Location
    Vancouver, British Columbia
  • Department
    Operations and Administration Team
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level
  • Compensation
    $65K annually