Board Governance Administrator
2 weeks ago
**Date Posted**:
January 9, 2023**Position Title**:
Board Governance Administrator**Location**:
New Westminster YMCA (620 Royal Avenue, New Westminster)
- Occasional travel as required to visit other YMCA sites and locations**Terms**:
Permanent, Full-Time**Start Date**:
As soon as possible**Salary**:
- $70,000 to $95,000 dependent on experience, plus benefits**Reports to**:
President & CEO**Benefits**:
- Typical 7 hour work day / 35 hour work week
- Hybrid work opportunity (work from home and office)
- Extended Health and Dental Benefits
- Competitive paid vacation time off
- Paid sick time and leaves
- YMCA Staff Membership
- Business Casual
- Training and Professional Development Opportunities
- Employee Assistance Program
- Be part of a charitable organization that positively impacts the community
**Nature and Scope**:
**Major Responsibilities**:
**_
Board Governance_**
- Works with the CEO to ensure compliance with legal and regulatory requirements and non profit standards.
- Supports the development and maintenance of Board Policies and Bylaws revision and enquiries.
- Provides direction and guidance to staff on administrative and operational issues as they relate to Governance and Board Services.
- Provides support on processes, procedures and protocols.
- Maintains governing documents and all required corporate filings and documents required by applicable authorities.
- Supports the YMCA and execution of the Annual General and any Special Meetings of the Members
- Coordinates scheduling of Governance Meetings (electronic and face-to-face)
- Prepares, coordinates, collates and circulates governance meeting materials (agenda and supporting documents)
- Attends Board and Committee meetings as to document outcomes and provide tech support.
- Prepares minutes, tracks decisions, documents progress and actions registries for Board/Business Meetings and Committee Meetings.
- Supports governance related events.
- Provides data analysis for Governance activities and undertakes research and preliminary work on special projects as assigned by the CEO.
- Collects, collates and provides information in response to requests from members or other key stakeholders.
**_
Board Support duties_**
- Support all activities of the Board of Directors and its committees including: room and equipment booking, refreshments (where appropriate), notifications to board, committee members, Leadership Team, and internal/external presenters
- Prepares and assembles agendas, agenda packets and calendars for meetings; attends agenda review, noting and making changes to agendas as reviewed and discussed
- Processes and/or certifies agenda items of the Board and committee meetings
- Tracks new, referred and postponed items, ensuring that all documents, reports and correspondence are accurately provided
- Sends out notices of meetings along with material related to agenda items to members, news media and other interested parties
- Attends Board and committee meetings and takes notes of the meeting and proceedings, documenting decisions, actions and directives
- Summarizes, composes and types (from notes, audio tapes and written materials) documents related to agenda items, completes official minutes of Board or committee proceedings, writes motions in clear and standard form with timely and accurate turnaround
- Extracts and composes, from notes of committee proceedings, material requiring formal referral to the Board of Directors, committees or staff concerned
- Maintains accurate and complete files
- Corresponds with Leadership Team to plan Board agenda.
**_
Administrative support/Office management_**
- Conducts research to prepare CEO for external meetings (i.e. clients, prospects).
- Drafts and prepares correspondence.
- Prepares agenda, takes/transcribes minutes of meetings.
- Liaises with Leadership Team, on behalf of the President & CEO, and the Board.
- Ensures all deadlines are met, including project tracking, information gathering, report production, etc.
- Prepares and drafts power point presentations and other presentations as required.
- Maintains Bring Forward (BF) system and organize and maintain an effective filing system
- Maintains confidentiality of information
**Qualifications/Experience**:
- Minimum College diploma/ Associate degree in Business administration or other relevant area.
- Five to seven years recent, related secretarial/administrative experience supporting senior level management
- Excellent command of board governance, policy, and rules of order
- Planning, prioritization and organization skills to ensure that tasks are completed; work well under pressure
- A self starter; proactive and can work independently with mínimal supervision
- Experience working for an executive at the President & CEO level in a non profit organization is an asset
- Familiarity with the management, Board processes.
- Knowledge of relevant legislation and governance practices
- Demonstrate interpersonal skills and proficien
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