Project coordinator assistant Jobs in Vancouver, BC

Position Overview

The Governance Coordinator provides administrative and governance support to the Corporate Secretary function. The role is responsible for coordinating complex schedules, preparing and managing confidential documentation, supporting board and committee meeting logistics, and governance processes. The role ensures the smooth operation of day-to-day activities through effective communication, organization, and attention to detail, while maintaining discretion and professionalism in all interactions with internal and external stakeholders.

In this role, you will:

• Provides professional administrative support, ensuring coverage of core administrative functions and adherence to established protocols; offer guidance to others as needed.
• Manages board calendars, coordinates meetings, appointments, travel, and events, and ensures efficient use of time by resolving scheduling conflicts and preparing related materials.
• Compiles and formats financial, operational, and governance-related information, including board reports, statistics, and budget data; investigate and report on variances.
• Works with executives and executive assistants to compile Board and Committee materials and post and publish materials on a strict deadline.
• Attends all Board and Committee meetings and take and prepare minutes of meetings.
• Manages all legal requirements associated with corporate compliance for all British Columbia based FortisBC entities, including preparation and execution of annual resolutions, sign offs for our internal compliance program, etc.
• Maintains effective office systems and records, demonstrating proficiency in software applications (e.g., Word, Excel, PowerPoint, Outlook) to produce high-quality documents and presentations.
• Posts and publishes materials to Board governance portal (currently using Diligent).
• Sources and coordinates meeting and event locations in BC; contracts for hotel venues for meetings and coordinate all hotel services including banquets, catering, room blocks; organize logistics for Board tours.
• Performs general administrative duties including file management, travel arrangements, and shared office responsibilities across departments.
• Codes and processes departmental invoices and expenses to ensure timely payment and accurate financial tracking.
• Coordinates and supports board and committee governance activities, including scheduling meetings, preparing and distributing materials, maintaining accurate minutes and resolutions, and ensuring timely follow-up on action items. Handles confidential matters and communications with internal and external stakeholders, including legal counsel and business owners.
• Assists with corporate records management and regulatory compliance by maintaining corporate compliance requirements, supporting filings and annual returns, and helping draft and review governance documents, while facilitating communication between the board, senior management, and stakeholders.

What it takes:

Completion of a Corporate Paralegal program or Legal Assistant/Corporate Secretary certification from a recognized post-secondary institution, combined with a minimum of five (5) years of experience as a senior administrative resource in a law firm or corporate environment, or an equivalent combination of education, training, and experience.

Knowledge of the Utility Industry considered an asset.

Other Qualifications

• Strong knowledge of financial and/or legal practices and procedures
• Knowledge of company organization, structure, business processes, etc.
• Demonstrated ability to communicate effectively both verbally and in writing
• Exercise discretion, sound judgment, and professionalism in handling confidential matters and communications with internal and external stakeholders
• Strong organizational and interpersonal skills with a proven record as a team player
• Demonstrated ability to exercise judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature
• Proficient at data entry with an attention to accuracy and speed.
• Demonstrated ability to analyze and solve problems
• Demonstrated ability to exercise judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature
• Demonstrated ability to interact with all levels of internal and external contacts in a professional, clear and courteous manner in order to represent the interests of others
• Demonstrated ability to prioritize tasks and complete assignments in a manner that optimizes departmental effectiveness
• Demonstrated ability to work within demanding work schedules including tight timeframes
• Strong software application skills including SAP, MS Office Word, Excel, PowerPoint

Additional Information

This role requires flexibility to accommodate board schedules and deadlines. Occasional evening and weekend work may be necessary. Please note that there are blackout periods for time off, typically one month prior to scheduled board meetings.

• Valid BC Drivers License
• Occasional travel required