Governance Coordinator

Governance Coordinator

Department: Corporate Affairs

Employment Type: Permanent - Full Time

Location: Toronto, ON

Compensation: $55,000 - $62,000 / year

The Governance Co-ordinator plays a key role in GS1 Canada's board and community management framework, supporting the administration and coordination of Board, Committee, and Community Group activities. This role ensures alignment with GS1 Canada's strategic plan, compliance with its by-laws, and adherence to governance policies. With a strong focus on governance operations, this position is responsible for agenda planning, meeting logistics, material preparation, minute-taking, and action item tracking.

It also serves as the primary administrator of GS1 Canada's SharePoint board and community group portals, the platform external board and community members rely on to access governance materials and stay informed. This is a hands-on coordination role that requires strong reporting skills, SharePoint administration experience, and a practical approach to using AI and digital tools to improve how governance work gets done.

This role is hybrid, requiring in-person attendance at the Toronto office approximately 1-2 days per week, with additional in-office days for board meetings, staff meetings, and related events.

• Oversee administrative tasks of board, committee, and community group meetings and activities, ensuring adherence to GS1 Canada’s governance model and anti-competition policies, through effective organization, document preparation, and planning for both in-person and virtual meetings.
• Set up and manage in-office boardroom logistics for board meetings, including AV, materials, room configuration, and webinar setup for hybrid attendees
• Prepare and assist with content development: agenda setting, internal governance communications, board reporting documents, briefing notes, meeting minutes, presentations, ad hoc reports, reference materials, and website content.
• Attend meetings as required, ensuring that governance policies, such as the Competition Act, Code of Conduct, and Intellectual Property Policy, are upheld.
• Ensure accurate and timely preparation of minutes, track and manage action items, and follow up with relevant departments to maintain accountability
• Provide administrative and coordination support to the governance team, including scheduling meetings as required.
• Manage and maintain records for Board motions, terms of office, board orientation materials, and the organization’s minute book.
• Coordinate Board nomination processes and related documentation to ensure seamless execution.

• Administer and maintain GS1 Canada's external board and community group portal on SharePoint, ensuring content is accurate, organized, and accessible to board members
• Manage user access, permissions, and content structure across the portal
• Serve as the primary point of contact for board members and internal stakeholders on portal-related questions and issues
• Identify and recommend improvements to the portal experience as governance needs evolve, supporting implementation as directed.

• Prepare clear governance reports and dashboards that provide visibility into governance activity for senior audiences
• Track governance metrics, including board attendance, action item status, and key governance indicators
• Translate governance activity into summaries and updates that are easy for senior audiences to read and act on.

• Build and maintain trusted, collaborative relationships with stakeholders, consultants, and internal teams
• Act as a key point of contact for governance administration-related matters, providing support and assistance across the board and community group portals
• Proactively collaborate with internal stakeholders to advance action items and keep commitments on track
• Manage the board and community group mailboxes and calendars, ensuring timely responses to inquiries, coordinating RSVPs, and keeping members informed of upcoming meetings and commitments

• Explore and apply AI…