Manager, Governance and Executive Operations

2 weeks ago

Vancouver, Canada YWCA Metro Vancouver Full time

Job DescriptionThe Manager, Governance and Executive Operations is an exceptional communicator and an effective ambassador of the YWCA to our internal and external community. Reporting to the CEO, this position will maintain the highest level of confidentiality, professionalism and good judgment as well as manage their workload proactively in a fast-paced environment. Working collaboratively with senior leaders across departments, the Manager is responsible for leading governance administration and board planning, including tracking accountabilities, coordinating strategic initiatives, quality materials, board communication and acting as recording secretary for meetings.

**What you’ll be doing**:
Board Governance
- With the direction of the CEO and Board Chair, responsible for planning and administration of all YWCA governance functions, including communications for Board members.
- Fosters a positive and collaborative working relationship between the Board and senior leadership team, providing advice on critical issues as they relate to Board governance.
- Proactively develops, manages, tracks and ensures completion of Board and Committee work plans to ensure that pertinent items are covered at appropriate meetings.
- Works closely with Board Chair and CEO to plan and schedule relevant Board education and strategic topic sessions.
- Attends meetings, prepares minutes, tracks decisions, action items, and documents progress for Board and Committees.
- Understands the impact of Board decisions, liaises with senior leadership team for action and follow up, and provides information in response to requests from Board/Committee Chairs.
- Works closely with the Board Chair and Committee Chairs by drafting meeting agendas, motions and background information.
- Coordinates and edits CEO report to the Board, including reviewing and collating department program reports.
- Compiles, reviews and distributes Board and Committee meeting packages, ensuring timeliness, accuracy and completeness.
- Implements and acts as first point of contact for the annual board director nomination process for the Governance and Nominating Committee.
- Works with the CEO to ensure compliance of legal and regulatory requirements, and non-profit standards including Board policies, Bylaw revisions, processes, procedures and protocols.
- Leads annual review of Board policy manual and updates to Committee Terms of Reference, and files Board resolutions, including the BC Society Annual Report.
- Annually tracks and ensures board member completion of the conflict of interest attestations, disclosures, recusals, director skills matrix and annual Board evaluation
- Works closely with the CEO on development of the new director orientation program, including preparation of meeting materials and onboarding resources.
- Project manages the Annual General Meeting, including supporting the Chair and CEO in their official roles and notifying the membership of the meeting as per the requirements of the Societies Act.
- Manages the ICD and other organizational memberships for Board and management.

Executive Operations
- Manages a wide range of issues, projects and communications for the CEO and with the senior leadership team. Maintains a comprehensive collection of information by making sure all meeting materials and information are readily available.
- Prepares, edits, formats, and proofreads a variety of documents including correspondence, presentations, memos, reports and project plans.
- Guides projects and workflows from initiation to completion, including undertaking research and analysis, as directed.
- Interacts with and maintains key external relationships within YWCA community, including Board Members, donors, government officials and the public.
- Prepares management team meeting agendas and attends management meetings, taking notes of key decisions and tracking follow up items.
- Engages with senior leadership team to manage organizational priorities for CEO and Board review, ensuring quality and timeliness of materials.
- Leads and/or participates in operational planning and reporting as required for executive management or Board review.
- Coordinates and co-chairs meetings, when assigned, for the Executive Office and provides logístical support, including tracking action items, ensuring accountability, venue-booking, briefing, collating/preparing materials, planning refreshments and inviting participants.
- Optimizes organizational procedures to increase efficiency and productivity.
- Ensures all deadlines are met, including project tracking, information gathering, report production, etc.
- Helps to build a highly inclusive, collaborative culture.
- Other duties and special project assignments, as required in the CEO’s office.

**What you’ll need**:

- Post-secondary education in office or business administration or related field.
- Minimum 5 years’ progressive experience in an operational coordination or executive assistant role,

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