Full job description

Location: Hybrid / Downtown Vancouver (2-3 days per week in office)

Application Deadline: Open until filled

Salary Range: $58,000-$63,000 annually

Reports to: VP, Finance and Operations

Overview

Join us in making a difference! JA British Columbia (JABC) is seeking an experienced Governance & Operations Coordinator to provide high-quality administrative and coordination support across governance, executive support, and internal operations.

As part of JABC's Operations team, you will coordinate Board and Committee administration, support the President & CEO, help keep our downtown Vancouver office running smoothly, and assist the VP, Finance and Operations with recruiting, HR administration, and employee engagement activities, IT and equipment coordination. This role is well suited to an organized and resourceful administrative professional who takes ownership, anticipates what needs to happen next, communicates professionally with senior stakeholders, and follows through without close supervision.

We acknowledge that our work spans many territories and that our head office resides on the traditional, ancestral, and unceded territories of the Musqueam, Squamish, and Tsleil-Waututh Nations.

Key Responsibilities

The ideal candidate for this role has a proactive approach to work, exceptional organizational skills, sound judgment, and the maturity and discretion required to work effectively with Board members, senior leaders, employees, and external partners.

Responsibilities include:

Board and Governance Coordination

• Coordinate the annual schedule and administration of Board and standing Committee meetings, including scheduling, room bookings, catering, virtual meeting arrangements, and other logistics.
• Prepare, format, proofread, compile, and distribute agendas, meeting packages, presentations, and supporting materials, ensuring documents are accurate, complete, and professionally presented.
• Record accurate minutes of Board and Committee meetings, coordinate approval and signatures as required, and maintain organized governance records.
• Maintain the Directors' Guidebook, Board member contact information, and relevant Salesforce records, and assist with orientation and onboarding of new Directors.
• Coordinate annual reviews of Board and Committee work plans, Board and Committee surveys, the Board skills matrix, and agreed follow-up items.
• Prepare routine corporate and governance filings and provide administrative governance support to the President & CEO and Board and Committee Chairs as directed.

Executive Support

• Provide administrative support to the President & CEO, including meeting scheduling and coordination.
• Support the planning, preparation, and documentation of operational and strategic planning sessions, including preparation of materials and meeting minutes.
• Research, prepare, format, and proofread reports, presentations, correspondence, and other materials as requested.

Office Operations

• Coordinate day-to-day office administration and help maintain an organized, welcoming, well-equipped, and functional workplace.
• Purchase and monitor office supplies, equipment, and other routine operational items, and liaise with building management and office service providers.
• Maintain records for office access cards, keys, parking fobs, first-aid supplies, fire-safety requirements, and other workplace administration.
• Maintain an accurate inventory of JABC computers and other assigned property, coordinate equipment purchases and replacement needs, and ensure appropriate backup equipment is available.
• Coordinate routine IT setup, equipment, software, and approved user-access requirements with JABC's third-party IT service provider.
• Maintain assigned administrative records, the general info@jabc.org mailbox, and shared staff resources and information.

HR Administration and Employee Support

• Provide administrative support for recruitment, including posting vacancies, organizing applications and recruitment files, and supporting hiring process logistics.
• Coordinate onboarding and offboarding activities, including forms, records, equipment, system setup, and employee orientation logistics.
• Provide administrative support for routine HR processes, maintaining confidentiality and escalating sensitive or complex HR matters to the VP, Finance and Operations.
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