Coordinator, Leadership Operations

Coordinator, Leadership Operations

Full-Time Permanent

Onsite or Hybrid Work Option: Candidates must reside in Metro Vancouver.

Expected Start Date: Typically 2-3 weeks after offer has been accepted.

Accountability: Reporting to Director, Strategy & Leadership Operations.

Salary: $67,100 annually, plus pension and a generous, comprehensive benefits package that includes dedicated funds for professional development.

Hours of Work: 35-hour work week, Monday – Friday. For most of us, most weeks we work a 32-hour week Monday to Thursday.

Deadline to Apply: September 13, 2026 by 11:59pm PT.

Vancouver Foundation acknowledges that we carry out our work on the lands of Indigenous nations throughout colonial British Columbia. Our office is located on the unceded, ancestral, and traditional territory of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and Sel̓íl̓witulh (Tsleil-Waututh) peoples.

Accessibility

Vancouver Foundation supports hybrid work arrangements, with flexibility to work from home and some in-office presence as required. Our office is located on the fifth floor of a building with elevator access, and includes a single-stall, universal washroom.

We are committed to the principles and practices of an inclusive and equitable employment process. Our goal is to be representative of the communities we work with, and we encourage applicants from communities which are structurally marginalized based on refugee claimant status, race, colour, religion, nationality, social or ethnic origin, sex, age, disability, immigration status, sexual orientation, gender identity and/or expression. We consider qualified candidates regardless of criminal convictions and those who have employment gaps or employment in historically stigmatized industries. We welcome applicants from all communities.

About Us

Vancouver Foundation is a community foundation that serves Vancouver and all of BC. We bring together the generosity of donors with the ideas and energy of people and communities across the province. Every year we fund a diverse mix of grants, both large and small, that help to build healthy, vibrant, equitable, and inclusive communities. Considered a leader in

responsive grantmaking and systems change, Vancouver Foundation is the most significant funder of charities in BC outside of government.

As a community foundation, we're committed to ensuring everyone has a place in our mission. We are on a journey to actively align all aspects of our work — both internally and externally — to our commitment to equity, inclusion, and a more just society.

For a view into our world, please visit: www.vancouverfoundation.ca

About the Position

The Coordinator, Leadership Operations provides administrative, operational, and coordination support to the Office of the President, helping ensure leadership and governance activities are organized, efficient, and well-supported. The role coordinates meetings, schedules, logistics, and communications for the CEO, Executive Team, Senior Leadership Team, and Board and Committee governance processes. The Coordinator also supports the preparation and distribution of meeting materials, tracks action items and follow-up activities, and maintains documentation and administrative systems that support effective leadership and decision-making.

Reporting to the Director, Strategy & Leadership Operations, the Coordinator works closely with leaders across the organization and collaborates with the Senior Manager, Board & Committee Governance to support Board and Committee operations. The role serves as a key point of coordination across leadership, governance, and organizational initiatives, ensuring information is accurate, timelines are met, and stakeholders are supported in a professional and responsive manner.

This position contributes to Vancouver Foundation's effectiveness by strengthening administrative operations, supporting governance processes, and helping create the conditions for informed decision-making, accountability, and organizational alignment.

About You

You bring strong communication, coordination, and relationship-building skills, along with the ability to manage competing priorities while maintaining accuracy, discretion, and professionalism. Comfortable working with executives, Board and Committee members, and a wide range of internal and external stakeholders, you take initiative, anticipate needs, and follow through on commitments. You are collaborative, service-oriented, and adaptable, with a commitment to continuous improvement and a passion for creating efficient processes, supporting effective decision-making, and helping leadership and governance operations run smoothly.

You're ready to join us as we explore and shape how Vancouver Foundation might do even more to align justice, equity, diversity, and inclusion with our culture and our mission.

Key Responsibilities

Executive & Leadership Support

• Schedule and coordinate meetings and events involving the CEO, Executive Team, and Senior Leadership Team; prepare agendas and distribute meeting materials in advance.
• Attend Executive Team and Senior Leadership Team meetings, as required, to record discussion outcomes, document decisions, track action items, and support follow-up activities.
• Coordinate annual and ad hoc leadership calendars, including meeting logistics, catering, venue arrangements, and audiovisual requirements.
• Coordinate the CEO's travel arrangements, including itineraries, accommodations, transportation, and supporting documentation.
• Serve as a point of contact for inquiries directed to the CEO, responding to requests in a professional and timely manner and routing matters to the appropriate individuals as needed.
• Assist with preparing, formatting, proofreading, and distributing meeting materials, presentations, reports, and correspondence.
• Support leadership follow-up by tracking action items, deadlines, and commitments arising from meetings and planning activities.

Board & Governance Support

• Support the development and maintenance of annual Board and Committee meeting schedules and governance calendars.
• Coordinate scheduling, meeting logistics, and communications for Board, Committee, and governance-related meetings.
• Assist with preparing, compiling, proofreading, and distributing Board and Committee agendas, meeting packages, resolutions, and supporting materials in accordance with established timelines.
• Attend Board and Committee meetings, as required, to support minute-taking, document decisions, and track follow-up actions under the direction and oversight of the Senior Manager, Board & Committee Governance.
• Draft and edit meeting minutes, resolutions, and governance documentation for review and approval, as required.
• Track Board and Committee action items, approvals, and follow-up requests, coordinating with staff to support timely completion.
• Coordinate communications with Board and Committee members regarding meetings, materials, governance-related updates, and follow-up activities.
• Maintain and support the administration of governance documents, including Board policies, bylaws, terms of reference, Board directories, and orientation materials.
• Support Board recruitment and onboarding activities, including scheduling interviews, preparing onboarding materials, arranging orientation sessions, and maintaining related records.
• Assist with planning and coordinating Board events, including retreats, strategy sessions, orientation sessions, dinners, and special meetings.

Office of the President Administration & Operations

• Provide administrative and operational support to the Office of the President, including calendar management, meeting coordination, and document administration.
• Manage and support expenses (including those for the Board and CEO/President), corporate credit card reconciliations, invoices, and payment requests.
• Support budget administration for the Office of the President by tracking expenditures, maintaining records, and preparing reports as required.
• Maintain organized filing systems, record-keeping practices, and document management processes for leadership and governance activities.
• Support the coordination and implementation of leadership initiatives, projects, and annual planning activities.
• Identify opportunities to improve administrative processes, systems, and workflows that support leadership and governance operations.

Organizational Support

• Participate in committees and support coordination activities involving external partners, consultants, and community stakeholders.
• Provide administrative and logistical support for organizational events and initiatives as required.
• Lead or support special projects and assignments related to leadership operations, governance, and organizational priorities.

Other Duties as Assigned.

Requirements

Education/Experience:

• Minimum of three years of administrative experience, including at least one year supporting senior leadership, executives, or executive teams.
• Experience working with Boards of Directors or within governance frameworks.
• Familiarity with budgeting and expense management systems.
• Knowledge of conference planning and event coordination best practices.

Job-Specific Skills/Attributes:

• Maturity, professionalism, discretion, and strong judgment in handling sensitive information.
• Proven organizational skills, with the ability to prioritize and balance competing deadlines.
• Exceptional written and verbal communication skills, including minute-taking and proofreading.
• Advanced proficiency in productivity tools (e.g., Microsoft Office Suite, Zoom, project management tools).
• Ability to work independently, take initiative, and improve processes when required.
• Strong interpersonal skills to build relationships across diverse teams and stakeholders.
• Experience coordinating projects, initiatives, or organizational priorities is considered an asset.
• Valid driver's license and access to a reliable vehicle, with the ability to travel locally as required.

Core Competencies

• Fostering Psychological Safety: Creates space for people to speak openly, take risks, and engage fully. Builds trust through empathy, inclusive language, and active listening. Models humility and openness by inviting feedback, owning mistakes, and practicing self-regulation.
• Ethical Use of Power: Understands formal and informal power dynamics, bias, and transparency. Uses influence ethically and respectfully and constructively challenges misuse of power. Builds fairness and equity into decision-making and peer interactions.
• Advancing Reconciliation, Justice, Equity, Diversity, and Inclusion with Cultural Humility: Understands systemic barriers, colonial legacies, and equity principles. Demonstrates humility, respect, and a commitment to truth-telling, healing, and justice. Engages in learning, honours lived experiences and cultural protocols, and fosters inclusive, culturally safe environments.
• Empowering Others Through Agency: Trusts others' capabilities and fosters autonomy. Encourages initiative, growth, and meaningful contributions to shared goals. Leads with confidence, ethics, and respect for others' decision-making.
• Change Agility: Recognizes that change is constant and can be addressed through multiple approaches. Demonstrates openness, flexibility, and resilience in uncertain environments. Adapts workflows, learns new tools, and supports peers through transitions.
• Communication and Influence: Communicates with clarity, empathy, and purpose across different audiences and mediums. Builds trust through active listening, responsible information sharing, and collaborative engagement. Uses feedback and relationships to support collaboration and shared commitment to goals.
• Service Focus: Demonstrates care and attentiveness in responding to the needs of both internal and external communities. Approaches service interactions with empathy and a solution‑oriented mindset. Actively supports colleagues and the broader community in alignment with the organization's responsibilities and commitments.
• Professional Responsibility: Demonstrates accountability, honesty, and consistency in fulfilling role expectations. Communicates proactively about risks or delays, maintains professionalism under pressure, and takes ownership of work and errors. Upholds ethical standards and contributes to a culture of reliability.
• Self-Awareness: Understands how personal values, emotions, and behaviours impact others. Responds thoughtfully to feedback and regulates behaviour in challenging situations. Reflects on personal impact and contributes to healthy team dynamics.
• Use of Technology: Uses relevant tools and platforms effectively and efficiently. Demonstrates curiosity, adaptability, and a commitment to continuous learning. Seeks support or training to maintain proficiency and stay current.
• Planning, Judgement and Problem-Solving: Applies strategic thinking and decision-making frameworks to assess challenges and opportunities. Plans effectively, prioritizes tasks, and proposes practical solutions. Takes ownership, seeks advice when needed, and evaluates options with persistence and care.
• Forward Thinking: Anticipates future challenges and contributes to innovation and improvement initiatives. Demonstrates strategic foresight and considers long-term implications in daily work. Brings forward ideas that support organizational growth and resilience.
• Organizational Awareness: Understands organizational structure, strategy, and power dynamics. Aligns work with broader goals and communicates effectively across departments. Applies a systems mindset to decision-making and collaboration.
• Developing Self & Others: Supports the growth and development of others through coaching, mentoring, and knowledge-sharing. Demonstrates a people-first mindset and actively contributes to team development. Encourages learning and builds capacity within the organization.

We know that there is rarely an ideal or perfect candidate for a job, and we are actively working to eliminate barriers in our employment process. If you have experience similar to what is described above—or if the core activities in this role are exciting to you, but you do not meet the above exactly—we encourage you to apply and elaborate in your cover letter.

How to Apply

If this sounds like you, we welcome your online application including a brief cover letter and a resume by September 13, 2026 by 11:59pm PT.

We review all resumes submitted for each posting, and we aim to follow up with candidates within one week of the position closing. Applicants will receive an email confirming that their resume has been received. Due to the high volume of applications, only those selected for an interview will be contacted. New opportunities are posted on our website as they become available. We thank all applicants for their interest in Vancouver Foundation.