Governance & Executive Coordinator

The Society of Notaries Public of British Columbia is the regulatory body for Notaries Public practising in the Province of BC. Our mandate is to regulate the profession in the public interest by setting standards and investigating complaints. We seek to ensure that the people of BC are served by legal practitioners who meet high standards of learning, competence, and professional conduct.

We are seeking a highly organized, proactive, and detail-oriented Governance & Executive Coordinator to join our team. This critical hybrid role bridges board and committee support with daily operational, administrative, and communication needs.

Reporting to the Executive Director / CEO, you will ensure our board, committee and administrative processes run smoothly while amplifying our impact through polished communications and team and membership support. The ideal candidate brings administrative precision, exceptional technology proficiency, and a strong understanding of board dynamics.

• Meeting Operations: Organize and support all Board of Directors and committee meetings; compile, format, and prepare meeting agendas and materials for executive approval.
• Minutes & Records: Attend meetings to write precise official minutes and reports; maintain accurate historical records of board terms, committee lists, and schedules.
• Elections & Compliance: Coordinate the annual election of directors and ensure compliance with established bylaws.
• Library Management: Build, structure, and maintain secure document libraries on Microsoft SharePoint and One Drive.
• Policy Governance: Assist in updating, maintaining, and distributing the Board Governance and Employee Handbooks.

• Executive Support: Organize correspondence, manage complex calendars, handle travel logistics, and coordinate room bookings for the executive office.
• Information Support: Provide administrative assistance to other staff members and perform general office duties as assigned.

• Content Creation: Develop, design, and implement internal and external communications including emails, slide presentations, digital assets, and print materials.
• Annual Reporting: Coordinate the production of the organization’s Annual Report, including collecting and editing material from committee chairs and partner organizations.
• Web Management: Regularly update and maintain public-facing and member-only websites.

• Public Inquiry: Act as an approachable and professional point of contact, responding to inquiries from members and the general public.
• Events &
  
  Education:
  
  Organize, coordinate, and provide logistics support for the Annual General Meeting (AGM), educational sessions, and special events.

• Experience: Minimum of 3–5 years of progressive experience in executive administration, with at least 2 years supporting a Board of Directors or steering committees (preferably within a registered non-profit organization or association).
• Education: Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field (or equivalent practical experience).

• Advanced Document Management: Demonstrated proficiency in setting up, structuring, and managing document libraries and user permissions within Microsoft SharePoint and One Drive.
• Content Management Systems (CMS): Proven experience updating public-facing and member-only websites (e.g., Word Press, Wix, or Drupal).
• Digital Design & Layout: Basic graphic design capability using tools like Canva or Adobe Creative Suite to produce newsletters, presentations, and digital content.
• Core Software: Advanced mastery of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

• Governance Knowledge: Familiarity with non-profit governance structures, parliamentary procedures (such as Robert’s Rules of Order), minute-taking compliance, and director election workflows.
• Written Communication: Exceptional reporting, proofreading, and writing skills, specifically for drafting policy guidelines and executive summaries.
• Project & Event Management: Proven ability to manage strict, repeating timelines independently (e.g., AGMs, handbook updates, annual reports).
• Discretion: Demonstrated ability to handle highly confidential board, personnel, and organizational data with absolute integrity.

• Competitive salary within the non-profit sector ($62,000 – $74,000 CAD).
• Comprehensive health, dental, and vision benefits package (including a discretionary Health Spending Account).
• 3 weeks of paid vacation.
• A collaborative, mission-driven team culture dedicated to making a positive community impact.
• Professional development opportunities in non-profit governance and leadership.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.