Governance Coordinator

Who we are

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

We believe in equity, diversity and inclusion ― it's embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living disabilities are encouraged to apply.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

The opportunity

H&S offers hybrid work. This role works predominantly from an off-site home office within the GTA, and candidates must be able to travel to the Toronto office upon request, based on the needs of the business.

Reporting to the manager, governance and executive support, the governance coordinator plays a crucial role in supporting the coordination of board and board-appointed committee meetings, as well as executing cross-organizational governance planning and processes. This position is a trusted partner, working closely with the manager of executive support and governance, general counsel and the senior vice president of risk management and colleagues across the organization to steward four annual board governance cycles.

Key responsibilities include meeting coordination with a focus on ensuring effective communication and collaboration with various stakeholders, maintaining strong organizational skills, and managing multiple tasks simultaneously. Attention to detail and the ability to handle diverse responsibilities are essential for success in this role.

How you will make an impact every day

Governance support of board and board appointed committees

• Coordinate board and governance committee meeting's that includes, but is not limited to:

• Draft and maintain workback plans, agendas, action items, speaking notes and select meeting pre-reads.

• Support the collection and distribution of all meeting materials

• Coordinate all meeting requirements including logistical requirements, guest relations and AV if needed.

• Act as the key point person for scheduling meetings and coordinating requests.

• Provide project support for governance projects such as board recruitment, board performance evaluations, board manual updates, annual policy and by-law reviews.

• Lead and monitor annual compliance activities such as the code of conduct and the diversity and skills matrix.

• Support senior volunteer recognition activities and coordinate onboarding/offboarding activities as needed.

• Draft basic routine resolutions to ensure compliance.

• Diligently monitor national and provincial entities' by-laws to ensure proper notice, proxy, quorum, and other requirements are met.

• Support minute-taking as required.

• Support legal department with maintaining up-to-date and compliant minute books for federal and provincial foundations.

• Coordinate senior volunteer expense claims according to policy.

Information management for board and board appointed committee including the provincial advisory boards:

• Maintain up to date membership information such as contact information, internal distribution lists, website biographies.

• Ensure appropriate sharing and dissemination of this information with key internal contacts.

• Act as a custodian of all historical board information and documents.

Executive administrative support:

• Provides executive level admin support including occasional calendar management and other administrative tasks to executive team members such as completing travel arrangements, credit card reconciliation and processing invoices.

• Support with planning and logistics for in person organizational wide meeting team meetings as needed.

• Provide vacation coverage to executive assistants as needed.

Who we need

Education

• Post-secondary education and equivalent work experience

Experience

• 7 years of previous related work experience supporting a national board and/or executive level leaders

Skills

• Strong planning and organizational skills with a focus on detail and meticulous accuracy.

• Ability to problem-solve in varied situations and think outside the box.

• Strong verbal and written communication skills with all stakeholders, ensuring concise and clear exchanges.

• Brings both a collaborative and agile workstyle.

• Knowledge or experience working in multi-level/matrix reporting organizations, managing conflicting priorities efficiently.

• Prioritizes building trust-based relationships with attention to detail and tact in all interactions.

• Building and maintaining effective relationships across all levels of the organization

• Applies judgment in responding to requests and exercises discretion and diplomacy

• Maintains a high degree of discretion with confidential information, emphasizing accuracy and careful handling.

• Proficient in using Microsoft Office programs, setting up and troubleshooting AV equipment.

• Familiarity with legal and governance requirements would be an asset

What we offer

At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others' health and well-being.

In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. Our employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.

Apply now

If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by January 24, 2025. Applicants must be currently residing in Canada and legally entitled to work in Canada.

Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call ― we look forward to "virtually" meeting you!

Accommodation

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.