Job DescriptionJob Description:Salary: $77,569 to $99,116 annual salary based on experience DEPARTMENT: Operations POSITION TYPE: Full Time (35 hours per week), Permanent. Some weekends and evenings required a few times during the year as it relates to grants adjudication, committee, and Board meetings. REPORTS TO (TITLE): Operations Manager LOCATION: Our office is in downtown Vancouver; however, we provide the option to work remotely from anywhere in BC. ACCESSIBILITY: Current office is located on the 15th floor of a building with elevator access and accessible, gender-neutral washrooms and additional accessibility considerations. SALARY: $77,569 to $99,116 annual salary based on experience (we expect someone new to the Foundation to start at the lower end of this range) POSTING DATE: January 29, 2024 CLOSING DATE: Until filled ABOUT THE LAW FOUNDATION OF BC The Law Foundation of British Columbia (the Foundation) invests in work that empowers people and strengthens communities, aimed at creating a future where systems of law and justice support all people to live and thrive in dignity. The Foundation makes grants using funds arising from the interest paid on lawyers' pooled trust accounts and other sources. Through its funding, the Foundation supports many programs and services that seek to promote justice for people at both an individual and systemic level. This includes funding targeted at racial justice initiatives, supporting a network of advocacy and legal aid services, providing educational opportunities, and supporting access to legal information, to name a few. A significant focus of the Foundation's work is to provide funding support for Indigenous peoples' work on justice initiatives, as prioritized by Indigenous communities, whether involving Canadian law or Indigenous legal orders. Working at the Foundation means joining a team of passionate, hard-working professionals. We are committed to building and supporting an inclusive and respectful working environment, where all employees are valued for their contributions to our mission. We offer a comprehensive benefits program, which includes: generous extended health and dental coverage for employees, their spouses and dependents3 weeks annual vacation as a base, and late December office closurefamily friendly workplace policies, parental leave top-ups, life insurance plan, and a workplace culture with an overarching emphasis on wellness and work life balanceRRSP contribution of 6% of salary without matching requirementwellness spending account for each employeegenerous care days (sick leave) entitlementflexible work arrangementsrelevant professional fees and memberships coveredtraining and professional development opportunities In its hiring practices, the Foundation strongly encourages applications from members of communities that are marginalized or that experience structural discrimination including those identifying as Indigenous, people of colour, members of non-dominant ethnic, religious, linguistic, and/or cultural groups, women, (im)migrants/newcomers, people with (dis)abilities, and LGBTQ2S+ people. The Foundation believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission. To learn more about what we do, please visit www.lawfoundationbc.org. ABOUT THE ROLE The Governance & Executive Services Coordinator will join a dynamic team that is working to create innovative solutions to difficult access to justice challenges that affect diverse communities in British Columbia. This role will support the Law Foundation of BC's Board of Governors, which is made up of 18 volunteer members. The Foundation seeks to ensure access to justice through its five mandated program funding areas: legal education, legal research, legal aid, law reform and law libraries. Reporting to the Operations Manager, the Governance & Executive Services Coordinator plays a critical role within the Foundation, providing coordination and support for the Board of Governors. This includes liaising with governors, coordinating and supporting the entire governance process (including board meetings and committee meetings), managing the administration of governance materials, producing effective agendas and minutes, and tracking action items and motions arising from meetings. This position also contributes to the continuous improvement of governance administration processes and provides executive support to the Executive Team. This individual will be highly attuned to the strategic priorities of the Foundation and the Board of Governors. The Foundation is at an exciting juncture in its history, with opportunities in all areas of its work to breathe life into the new strategic plan. It is also in a period of transition following leadership renewal and pursuing structural and operational change to respond to the new challenges it faces. While the implementation of the five strategic priorities is an all-of-Foundation endeavour, it is intended that this position advances the Foundation's mission through the key focus area of Building a Thriving Foundation, which aims to provide the Foundation with strong infrastructure and resources to serve its mandate. MAIN RESPONSIBILITIES Governance Coordination Serves as liaison and as a governance resource to the Foundation and to the Board of Governors Develops and coordinates board and committee meeting agendas and minutes and other materials that support governors to fulfill their duties Arranges and coordinates all logistics for Board and committee meetings Collaborates with internal staff members on development of Board and committee agendas through organizing weekly staff governance meetings Reviews, proofreads, and finalizes materials prepared for the Board and its committees to ensure quality and compliance with Board policies and sound governance practices Coordinates and manages the administrative flow of materials, action items and motions for their approval and distribution to the Board and committee Tracks standing committees' decisions and action items to define timelines and follow-ups Supports Operations Manager with tracking and identifying when board policies should come due for review Participates in and contributes to the continuous improvement of governance practices, procedures, and systems Manages and administers systems to ensure Board documents are securely stored and manages access to Board and committee documents in accordance with established guidelines Supports the Executive Director and Board Chair with the onboarding and orientation of new Board members Coordinates recognition for volunteer service At the direction of the Operations Manager, updates the Board of Governors Manual and other internal procedural guidelines Tracks term limits and assists with the appointment and reappointment processes for Board members Maintains thorough knowledge of the board policies, as well as procedures, precedents, and committee mandates Sets the Board and committee meeting schedule in consultation with the Executive Director, the Board Chair, committee chairs, and other staff as needed Communicates committee and program portfolio assignments to Board members and updates internal documentation Executive Support Manages the Executive Director's calendar and commitments through careful planning, communication, and coordination Ensures regular check-ins are scheduled with the Executive Director's direct reports Pro-actively reschedules meetings as necessary and schedules meetings with staff as necessary Coordinates and prioritizes meetings with governors, regulatory bodies, and other key partners Proofreads, edits, and formats draft documents prepared by other staff for the Executive Director's signature for review At the direction of the Executive Director, drafts memoranda or program summaries for items the Executive Director is presenting to committees or the Board Anticipats information needs and compiling information packages for meetings, conferences, appointments, etc Manages daily administrative functions of the Executive Director, including anticipating daily needs, ensuring the Executive Director is briefed on all appropriate matters, and maintaining effective tracking and bring-forward systems Supports grant administration, including tracking and managing timelines related to grant applications, reports from grantees, grant letters, and other materials within the Foundation's grant-making system (SmartSimple) Coordinates Board and staff attendance at external events Provides administrative support to the Executive Team from time to time Note: This job may require additional responsibilities and duties as assigned by the Law Foundation of British Columbia. This job may require occasional travel within the province. DESIRED EDUCATION & EXPERIENCE The Governance & Executive Services Coordinator will have at least one or a combination (or equivalent) of the following education and experience: Undergraduate degree or diploma in a relevant discipline Minimum two years' experience in a governance environment Experience in minute taking, agenda building, and supporting collective decision-making bodies Event planning and/or meeting planning and coordination Experience managing diverse and high-volume workloads effectively and independently with minimal supervision Experience establishing and maintaining operational and administrative processes, procedures and records management systems Experience supporting top level executives Strong proficiency with Microsoft Office 365 (Teams, Outlook, Word) and video conferencing technology (Teams, Zoom) Experience with content management systems an asset (e.g., Diligent Boards or similar systems) KNOWLEDGE, SKILLS & CORE COMPETENCIES The Governance & Executive Services Coordinator would benefit from the following skills, abilities, and attributes: Ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and offer solutions Proven ability to work effectively in an environment with frequent interruptions, and to prioritize multiple competing demands and meet tight deadlines Well-developed analytical, strategic, and critical thinking skills Demonstrated ability to form effective working relationships across all levels of the organization Demonstrated ability to interact with senior levels of leadership with tact and discretion Excellent judgement, such as being able to identify contentious and sensitive issues and respond appropriately Excellent communications skills, both verbal and written, including the ability to synthesize and summarize complex information so that it is easily understood Ability to resolve problems by identifying and interpreting situations and applying ingenuity to effectively resolve Excellent interpersonal skills, including active listening, and probing for information to clarify requests Commitment to the Law Foundation's mission and values of reciprocity, equity, decolonization, sustainability and transformation Proven track record of taking initiative Ability to plan, prioritize, and complete assignments independently, including ability to be pro-active in planning, organizing and coordinating Excellent at establishing priorities and allocating resources Ability to effectively provide instruction in areas of expertise Ability and willingness to adapt and work effectively within a variety of diverse situations and with diverse individuals and/or groups Prior experience in event planning would be an asset All staff at the Foundation require a strong understanding of and ability to maintain confidentiality and our compliance with privacy legislation. They must also be committed to the Foundation's mandate and the core values of reciprocity, equity, decolonization, sustainability, and transformation. Please do not be discouraged from applying if you do not possess the precise combination of all of the skills, attributes, qualifications and experience listed above. Furthermore, if your lived experience provides you with a foundation that is equivalent to the work experience listed, you are encouraged to describe that in your application. APPLICATION PROCESS Please submit the following through this application portal: Resume (upload as PDF)Cover letter (upload as PDF)Three references who can speak to your skills and experience (whether paid or unpaid). Please enter these directly into the provided fields in the portal. The Law Foundation may request that a candidate provide supplemental references if required. We will not contact these references without providing you notice, and not until a later stage of the hiring process. Interviews will be conducted by Foundation staff by video. The Foundation will make appropriate accommodations, if needed, for candidates that we interview. By submitting your application, you certify that all information submitted is true, complete and correct. Any information provided in your application, any assessment documents or processes and/or an interview that is found to be false or misrepresented in any respect, may eliminate you from further consideration for employment or may result in dismissal. We acknowledge that the Foundation's main office is located in Vancouver on the shared lands of the Musqueam, Squamish and Tsleil-Waututh Nations, and conducts its work throughout the homelands of Indigenous peoples across the place we now call British Columbia. The Law Foundation of BC is committed to supporting a just and meaningful reconciliation between Indigenous peoples and others in these lands. If you are interested in applying and have questions about the process, please contact Britt Mayne at [email protected] work