Manager, Governance and Administration (Executive Assistant for Executive Director of Coast Mental Health Foundation)

Title: Manager, Governance and Administration - Coast Mental Health FOUNDATION
Status: Permanent, Full time (Hybrid)
Schedule: Monday to Friday

The Organization

Coast Mental Health Foundation (the Foundation) raises funds to support innovative and enhanced recovery programs at Coast Mental Health. We are a team of dedicated individuals who believe that recovery and achieving one’s potential, despite a mental illness diagnosis, are possible.  We are seeking a highly motivated, experienced Manager, Governance & Administration to support the Foundations Board of Directors and Executive Director.   

Job Summary

Reporting to the Foundation’s Executive Director, the Manager, Governance & Administration, is responsible for managing the activities of the Office of the Executive Director, ensuring the smooth operation of the Foundation Board of Directors and its committees, overseeing governance requirements, records and filings for the Foundation, and taking the lead on coordinating selected organization-wide initiatives. 

The position requires a proactive individual with initiative, high attention to detail, excellent communication and interpersonal skills, and the ability to handle and prioritize multiple tasks and meet deadlines in a busy environment. Experience in a similar role within a not-for-profit, preferably in a fundraising organization, is required.

Key Areas of Responsibility

Executive Support to the Executive Director:

• Provides senior level administrative and secretarial support to the Executive Director, handling matters of a highly sensitive and confidential nature, scheduling and calendar management.
• Prepares and produces a variety of material such as letters, reports, presentations, agendas and minutes. Proofreads and edits letters, reports and correspondence and maintains files.
• Maintains databases and records management systems to ensure documentation is effectively organized, current and secure; enters information in the Raiser’s Edge database.
• Interfaces with Foundation donors and stakeholders on behalf of the Executive Director.
• Supports donor stewardship and stakeholder relations.
• Takes action on items requiring follow up, and ensures support information is prepared and available for presentation or distribution.
• Assists in the preparation and monitoring of annual budgets.
• With the Executive Director, develops policies and procedures.

Board Support and Governance:

• Supports the Board in a professional and discreet manner.
• Manages all aspects of meetings of the Board and its committees, including the Annual General Meeting. Compiles and distributes agendas and all relevant support material with timely delivery to the meeting participants. Takes minutes for all meetings of the Board and Committees and ensures proper record keeping of Board deliberations and decisions.
• Liaises with the Society’s Manager, Governance and Executive Operations to provide Foundation-related material for joint committee meetings.
• Ensures logistics for all Board and Committee meetings, including securing meeting locations, ensuring correct equipment is in place, arranging catering as required.
• Compiles, analyzes and summarizes data from various sources, which may include statutes, legislation, and other legal records; assists in drafting reports and briefing documents for the Board and Committees.
• Maintains all Board records, such as Board and General Membership Lists, board policies and procedures, etc.
• Tracks the application of, and compliance with existing bylaws, procedures, policies and other internal governance documents.
• Assists in the development of governance-related policies.
• Manages an annual review process for existing governance documents including an appropriate revision schedule.
• Prepares the Annual Report filing with the Registrar of Companies and advises of any changes to membership, Board of Directors, or Foundation bylaws.

Administrative and Organizational Support

• Manages the coordination of Foundation-wide donor initiatives, including direct mail, newsletters, holiday cards, and annual donor impact report.
• Manages the coordination of the Foundation’s annual audit process, including preparation and distribution of materials with other Foundation staff, as appropriate.
• Develops and maintains relationships with contractors and vendors that support the Foundation’s work.
• Liaises with Coast staff for administrative and maintenance issues, such as Foundation-wide IT initiatives, budget preparation, health and safety matters, and maintenance requests.
• Coordinates and executes office engagement initiatives.
• Manages various internal meetings of the Foundation, including scheduling, preparing documentation (with other Foundation staff, as appropriate), taking minutes for distribution, and following up on action items.
• Develops Foundation PowerPoints for internal and external use.
• Maintains and orders stationery supplies.

Experience, Skills, Knowledge, and Qualifications

• A degree or diploma from a recognized post secondary institution in public, legal or business administration, communications, political or social sciences, or an equivalent combination of education and experience acceptable to the employer.
• Five or more years of executive administration supporting C-level executives in a charity or non-profit organization, preferably in a fundraising organization, plus governance administration experience and an understanding of Board governance. An equivalent combination of education, training and experience may be considered.
• Superior verbal and written communication skills are required, as are exceptional interpersonal and relationship building skills, including demonstrated ability to work with senior executives and the demonstrated ability to be tactful and diplomatic with sensitivity to a broad cross-section of individuals. 
• Strong organizational and analytical skills, and the ability to prioritize, meet deadlines, and manage multiple projects. The ideal candidate demonstrates the ability to problem solve and present well thought-through ideas, has excellent writing skills and impeccable attention to detail. 
• Excellent computer skills are required, including high level proficiency in Microsoft Office and CRM databases, preferably Raiser’s Edge. Comfort in and aptitude for learning new technologies and software programs is an asset.
• We are looking for someone who listens, analyzes, thinks clearly and creatively and works well with people individually and in a group, and has a keen understanding of the importance of working together to achieve superior results. 
• A willingness and ability to occasionally work non-standard hours, and travel locally, to accommodate board or committee meetings and event related activities is required.

This is a full-time role. The successful person can expect a competitive yearly base salary between $80,424 and $92,488 depending on skill and experience. Upon hire, most new employees will be placed at a starting salary between the minimum and midpoint of the stated salary range. In some circumstances, candidates may be eligible for compensation beyond the midpoint. Factors influencing salary decisions include qualifications and years of experience in similar roles. We offer a hybrid work arrangement, with the flexibility to work remotely depending on operational requirements. The candidate must be able to commute to our head office in Vancouver for Board meetings and other in-person events as required. Benefits, flexible working hours, depending on operational requirements, are also offered.

We especially welcome applications from Indigenous persons, visible minority group members, persons with disabilities, people of all sexual orientations, genders and gender identities, members of the 2SLGBTQIA+ community and others with the skills and knowledge to productively engage with diverse communities.

NOTE: Successful completion of a Criminal Records Check will be required.