About the David Suzuki Foundation

We find solutions for living within the limits of nature. Through a combination of sound science and active public engagement, we seek to motivate Canadians to take action on the environmental challenges we collectively face. Our Foundation is an independent charity, supported by over 30,000 donors from across Canada and abroad. With headquarters in Vancouver and offices in Toronto, Ottawa and Montreal we address issues from coast to coast to coast, in both official languages. With the support of scientists, academics, progressive businesses, governments, non-governmental organizations and tens of thousands of Canadian we aim to achieve this vision: That within a generation Canadians act on the understanding that we are interconnected and interdependent with nature, and with each other. You can learn more about us at www.davidsuzuki.org

The David Suzuki Foundation hires on the basis of merit and is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, women, persons with disabilities, people of all sexual orientations and genders, and others with the skills and knowledge to productively engage with diverse communities.

Position Title:

Board Coordinator/Corporate Secretary

Terms:

Permanent full-time position.

Based at our Vancouver office.

Occasional travel within Canada is required.

Reporting:

Chair of the DSF Board & the CEO

Overall:

The Board Coordinator is responsible for coordinating the Board and its committees to enable effective governance through providing administrative support to the Chair and the Board.

Responsibilities

• Organize and coordinate all board related meetings including logistics and attend board and committee meetings and record minutes.
• Support the development of agendas, meeting material, tracking board schedules and maintain calendars, follow-up and policies, and support recognition and support to individual board members and Honorary board members as required.
• Prepare and distribute meeting notifications, correspondence, agenda and materials.
• Update and maintain the board manual.
• Support the implementation of the board governance software. Develop and deliver technical tutorials to board members on how to utilize technology efficiently to access board materials and attend meetings remotely.
• Establish working relationships with the Board Chair, committee chairs and board members in electronic and verbal correspondence.
• Serve as a liaison between the board and staff, representatives of the community, and the general public by answering incoming calls, relaying messages, answering questions, clarifying information, responding to requests, resolving matters, or referring callers to other appropriate staff.
• Maintain both mailing and PR lists of the board and committees including bios for website updates.
• Support, as needed, to the CFO and CEO in monitoring the board budget. Oversee the processing of board member’s claims.
• Maintain the integrity of all Board documents and the official record book, for organizing Board meetings and related support to ensure effective governance.
• Act as custodian of records and ensures that the records of the Board are maintained and filed as required by law and made available when required by authorized persons. These records include founding documents, (e.g. letters patent, articles of incorporation), lists of directors, board and committee meeting minutes financial reports, and other official records such as annual filing with the BC Societies Act.
• Ensure that accurate minutes of meetings are recorded and approved in accordance with legal requirements, including tracking of action items and decisions. Distribute minutes to all board members, and ensure copies are maintained in the records.
• Follow up with motions and action items regarding board projects and initiatives with board members and key staff as required and ensure that the progress of action items are completed in a timely manner.
• Track and follow up on the signing of the annual conflict of interest disclosure statement for the Board Chair.
• Support the Board Chair with the implementation of the board and governance plans.
• Assist the governance committee and the Chair to recruit and build capacity of committees and the board including the recruitment of new board members ensuring that the characteristics required to promote diversity are fulfilled.
• Support, as needed, to the Board Chair with orientation and training of new and current board members to ensure that board members are fully aware of their responsibilities and are held accountable for the fulfillment of their duties.
• Work closely with the Chair and Secretary on developing and implementing governance training plans for individual Directors and the Board as a whole to ensure an understanding of the board’s role, authority, responsibilities and accountability.
• Proactively communicate with the Board Chair to ensure that board members are productively and meaningfully engaged with DSF’s work.
• Support, as needed, to the Board Chair to ensure the timely and effective implementation of strategic board decisions.
• Conduct, as needed, independent research for the board.
• Assist with the coordination of the board member’s self-evaluation process.
• Perform a variety of other organizational tasks to support the work and processes of the Board, including correspondence and reports.

Education and Experience

• Undergraduate level studies or equivalent experience preferred. Recent business or project management coursework desired.
• At least 3 years progressive administrative responsibilities and at least 4 years executive and/or governance assistance work experience required.
• Experience developing and maintaining management and governance coordination systems and processes required.

Skill Set and Qualities

• Strong personal interest and commitment to the Foundation’s mission and vision.
• Focused, positive attitude, flexible and self-motivated.
• Strong organizational skills.
• Team player and ability to collaborate and work well with people at all levels.
• Exceptional inter-personable skills which enable building harmonious working relationships with board members, the general public and co-workers.
• Ability to make decisions and maintain confidentiality.
• Ability to identify creative solutions that address time, budget and quality.
• Purchasing and negotiating skills.
• Understands the principles of good governance and can communicate them clearly.
• Able to support extremely busy, highly professional individuals in a fast-paced, demanding environment by taking initiative, prioritizing needs, and meeting tight deadlines.
• Understands how to manage through influence.
• Able to exercise diplomacy, tact and good judgment in recognizing scope of authority and in protecting confidential information.
• Emotional maturity required.
• Excellent written and spoken English required.
• Fluent French/English bilingualism strongly preferred.
• Practical experience and advanced skills with Microsoft Office applications required; experience with design/presentation, social media and/or database applications desired.
• Strong technical problem solving skills with standard office computer network issues, peripherals and telecoms tools required.
• Able to perform secretarial and administrative duties with deliberate speed and accuracy with minimum supervision.
• There may be significant time restraints that create the need for a flexible schedule during certain time periods (i.e. prior to and during out of town board meetings)
• Travel to out of town locations within Canada are required.

Application Process

Please submit your cover letter and your resume online by going to http://www.davidsuzuki.org/about/employment/ the position will be open until it is filled. The position starts as soon as possible and rolling interviews will be conducted as soon as qualified applications are received.

We especially welcome applications from Indigenous persons, visible minority group members, women, persons with disabilities, people of all sexual orientations and genders, and others with the skills and knowledge to productively engage with diverse communities.