Administration and Governance Coordinator

Tourism Burnaby is seeking a highly organized, detail-oriented, and professional  Administration and Governance Coordinator  to provide administrative, operational, financial, governance, and coordination support across the organization.

This is an in‑office role of  32 hours per week . Approximately  75% of the role will support the CEO and Tourism Burnaby team , including office coordination, administrative support, CRM management, travel coordination, document preparation, event logistics, and financial administration. Approximately  25% of the role will support the Board Chair and Board of Directors  through board administration, meeting coordination, governance documentation, minutes, board communications, and compliance tracking.

The successful candidate will be a proactive and discreet administrative professional who can manage multiple priorities, maintain accurate records, support senior leadership, and ensure smooth coordination between staff, the CEO, the Board Chair, the Board of Directors, committees, vendors, and external partners.

Key Responsibilities
Executive, Team & Office Administration — 75%
Administrative & CEO Support

Provide administrative support to the CEO and Tourism Burnaby team.

Format, prepare, and proofread official documents, reports, presentations, letters, agendas, briefing notes, and other materials.

Coordinate scheduling, meeting preparation, follow-up items, and administrative tasks as required.

Support internal team coordination, including staff meetings, planning sessions, and office communications.

Maintain organized digital records, templates, contact lists, and shared administrative files.

Handle confidential information with discretion and professionalism.

Financial & Administrative Processing

Coordinate monthly cheque processing and related administrative requirements.

Process payments for various departments and assist with expense reports.

Manage invoices, coding, payment tracking, and coordination with the bookkeeper.

Support financial documentation, filing, and reconciliation as needed.

Assist with tracking departmental administrative expenses and ensuring timely processing of financial records.

Office & Event Coordination

Order and maintain office supplies, gifts, trade show materials, promotional items, and other organizational resources.

Coordinate office logistics, meeting space bookings, catering, and team event arrangements.

Support planning and logistics for internal meetings, stakeholder meetings, and partner events.

Manage RSVPs, registration, and ticketing for select Tourism Burnaby events, typically 2–3 events per year.

Coordinate shipping, receiving, storage, and logistics for trade shows, conferences, and event materials.

Provide in‑office support for day‑to‑day operations, including administrative tasks, supply coordination, meeting preparation, and office organization.

CRM Management

Maintain and manage Tourism Burnaby’s Customer Relationship Management system to ensure accurate data tracking and reporting.

Update partner, client, stakeholder, and event records in the CRM.

Support list management, reporting, and data integrity across administrative systems.

Board Administration & Governance Support — 25%
Board & Committee Coordination

Serve as a key administrative contact for board-related communications in coordination with the CEO and Board Chair.

Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, material collection, and distribution.

Prepare, record, and circulate accurate meeting minutes within one week of each meeting.

Maintain board and committee attendance records.

Support board onboarding, orientation, and ongoing board communication.

Support the planning and execution of the Annual General Meeting, board retreats, strategic planning sessions, and other governance-related meetings.

Governance & Compliance Administration

Maintain governance policies, procedures, regulatory documentation, board manuals, and official governance records.

Support ongoing compliance with nonprofit governance requirements.

Track governance obligations, reporting deadlines, board approvals, and committee action items.

Support board…