Board & Governance Coordinator

Job Description

Help Strengthen the Governance Behind a Stronger Community. Potentia Human Resources is proud to be leading the search for an experienced, highly organized and thoughtful Board & Governance Coordinator for the Central Okanagan Foundation (COF).

For nearly 50 years, the Central Okanagan Foundation has connected people who care with causes that matter, strengthening communities throughout the Central Okanagan through philanthropy, grant making, scholarships, and community leadership. Reporting to the Chief Executive Officer, you'll play an important role in supporting the Board of Directors, Committees, and senior leadership team, bringing structure and follow-through to the governance process. You'll ensure meetings are well prepared, decisions are documented, important deadlines are tracked, and governance records are accurate and up to date.

COF is focused on finding the right person for this role and is open to flexibility in how the position is structured. The role may range from full-time to part-time, with a minimum commitment of approximately 20 hours per week. We welcome conversations with candidates about an arrangement that best supports both the individual and the needs of the organization.

Responsibilities will include:

• Coordinate Board, Committee, AGM, retreat, and other governance activities.
  
• Prepare agendas, meeting materials, schedules, minutes, and action records.
  
• Attend Board and Committee meetings and ensure decisions and follow-up items are accurately documented.
  
• Maintain the Board portal and official governance records, including bylaws, policies, terms of reference, and resolutions.
  
• Track governance deadlines, approvals, reviews, and required filings.
  
• Support Board and Committee recruitment, onboarding, orientation, evaluation, and succession activities.
  
• Coordinate governance policy, bylaw, and terms of reference reviews.
  
• Research governance practices and prepare briefing notes, reports, and recommendations.
  
• Coordinate governance and organizational projects assigned by the CEO.
  
• Support communication between the Board, CEO, senior leadership team, staff, and external advisors.
  

Requirements

What You Will Bring:

• Diploma or degree in business administration, office administration, governance, or a related field, or an equivalent combination of education and experience.
  
• 4+ years of relevant governance, administration, executive support, or similar experience.
  
• Direct experience supporting a Board, Committee, and/or senior leadership team.
  
• Experience preparing agendas, meeting packages, minutes, and governance records.
  
• Strong writing, editing, proofreading, and organizational skills.
  
• A practical understanding of governance practices, policies, bylaws, and records management.
  
• Excellent judgment, discretion, and professionalism when handling confidential information.
  
• Strong Microsoft 365 and technology skills, with the ability to learn new systems quickly.
  
• The ability to work independently, manage competing priorities, anticipate needs, and follow through.
  

Assets include:

• Non-profit, charity, community foundation, or member-based organization experience.
  
• Experience with bylaws, policies, or terms of reference.
  
• Experience with Board recruitment, onboarding, retreats, evaluations, or succession planning.
  

You're Someone Who:

• Is exceptionally organized and takes pride in getting the details right.
  
• Naturally anticipates what needs to happen next.
  
• Is confident and professional when working with senior leaders and volunteers.
  
• Communicates with clarity, tact, and discretion.
  
• Brings calm and structure to competing priorities.
  
• Is proactive, dependable, and highly accountable.
  
• Enjoys being the person behind the scenes who makes sure everything comes together.
  
• Wants their work to contribute to a stronger community.
  

Benefits

When you join the COF team, you'll enjoy:

• A salary $60,000–$70,000 full-time equivalent, prorated based on agreed hours and annual schedule.
  
• Employer-paid extended health and dental benefits, including vision and an employee and family assistance program.
  
• Group RRSP with employer matching of up to 5%.
  
• Flexible hours and hybrid work.
  
• Potential for a schedule that includes summers off, based on organizational needs.
  
• Christmas office closure and professional development support.
  
• Meaningful work supporting an organization making a difference throughout the Central Okanagan.
  

Ready to make an impact?

This is an opportunity to play an important role behind the scenes of a respected community organization while enjoying a level of flexibility that is unusual for a governance position.

If you're excited by the opportunity to support strong leadership, bring structure to an important function, and contribute to the work of the Central Okanagan Foundation, we'd love to hear from you.

Please submit your resume and a brief cover letter highlighting your experience supporting a Board or senior leadership team, particularly your experience preparing minutes, meeting materials, or governance records.

The Central Okanagan Foundation is committed to an inclusive recruitment process and welcomes applications from people with diverse backgrounds, experiences, and perspectives. Accommodations are available at any stage of the recruitment process.

Requirements
What You Will Bring: Diploma or degree in business administration, office administration, governance, or a related field, or an equivalent combination of education and experience. 4+ years of relevant governance, administration, executive support, or similar experience. Direct experience supporting a Board, Committee, and/or senior leadership team. Experience preparing agendas, meeting packages, minutes, and governance records. Strong writing, editing, proofreading, and organizational skills. A practical understanding of governance practices, policies, bylaws, and records management. Excellent judgment, discretion, and professionalism when handling confidential information. Strong Microsoft 365 and technology skills, with the ability to learn new systems quickly. The ability to work independently, manage competing priorities, anticipate needs, and follow through. Assets include: Non-profit, charity, community foundation, or member-based organization experience. Experience with bylaws, policies, or terms of reference. Experience with Board recruitment, onboarding, retreats, evaluations, or succession planning. You're Someone Who: Is exceptionally organized and takes pride in getting the details right. Naturally anticipates what needs to happen next. Is confident and professional when working with senior leaders and volunteers. Communicates with clarity, tact, and discretion. Brings calm and structure to competing priorities. Is proactive, dependable, and highly accountable. Enjoys being the person behind the scenes who makes sure everything comes together. Wants their work to contribute to a stronger community.