Engineers Canada exists to provide national support and leadership on behalf of the engineering regulators in Canada to promote and maintain the integrity, honor, and interests of the profession.

To protect the health and safety of its employees, Engineers Canada has implemented a COVID-19 Vaccination Policy, which requires all employees to be fully vaccinated against COVID-19, subject to any medical or other human rights grounds. Any offer of employment from Engineers Canada will therefore be conditional upon the provision of proof of vaccination or proof of a medical reason preventing vaccination.

The Governance Coordinator contributes to maintaining the integrity of the Engineers Canada governance framework by providing high level support to the Board and Board committees as well as ensuring the successful delivery of meetings and an environment to promote effective decision-making.

Key Accountabilities

  • Supports the Manager, Governance and Board Services to ensure the maintenance of corporate records and compliance with Board policies and processes, governing documents, and applicable law.
  • Responsible for the accuracy of Governance SharePoint sites, Outlook distribution lists, meeting calendar and calendar invites, and governance tracking documents.
  • Coordinates and builds bilingual Board meeting agenda books and meeting resources with volunteers and staff at all levels. 
  • Sets and maintains standards for annual governance meeting schedules and agenda materials.
  • Board communications:
    • supports the Manager, Governance and Board Services in disseminating information to Members, Board and committee members;
    • develops correspondence on behalf of the Manager, Governance and Board Services for reporting to the Board, staff, and stakeholders;
    • assists with updating, developing, and recommending communications content (e.g., website, newsletter articles, etc.) and ensures currency of online Board content (e.g. on Engineers Canada’s microsite and within the Board’s management software).
  • Participates on a cross-department team to plan, organize and deliver Board and Board committee meetings, including to make recommendations to the Manager, Governance and Board Services and the Organizational Excellence team regarding hotel/conference facilities, vendors, and hardware/software required for off-site/on-site governance meetings and events.
  • Serves as recording secretary, responsible to draft accurate committee minutes, and attends Board meetings to assist in the delivery of Board meeting presentation slides.
  • Proofs and edits documents, ensuring a consistent approach to documentation.
  • Provides guidance to staff in preparing Board reporting.
  • Ensures all Board policies and processes, including the Board Policy Manual, remains current and updated. 
  • Develops positive relationships with staff, volunteers, and stakeholders. 

Job Qualifications and Education

Education      

  • Graduate from a recognized university or college program, or an equivalent combination of education and experience in governance.

Experience

  • Minimum of two (2) years of experience providing administrative and strategic support with substantial autonomy and equivalent years of experience working directly with a Board of Directors or Board appointed committees.
  • Demonstrated ability to handle matters requiring high levels of tact, diplomacy, sensitivity, and confidentiality, with an understanding that errors in judgement or attention could lead to negative organizational impacts.
  • Proven ability to work positively with internal and external customers in a busy, demanding environment with demonstrated attention to detail.
  • Experience in agenda preparation, minute preparation, and drafting of written materials.
  • Experience in managing competing priorities, projects, deadlines, and expectations of stakeholders.
  • Experience working with volunteers in a professional association / not-for-profit organization.
  • Proficient in the use of Project Management principles, practices, and tools with a track record of delivering duties on time and on budget.
  • Experience working with the wide diversity of cultures within staff, volunteers, clients, and the community in general.
  • Ability to plan, prioritize, and complete assignments quickly and independently.
  • Strong organizational, interpersonal, problem solving and time management skills.
  • Meeting/event planning experience.

Desirable: Proficiency in the use of Microsoft Office 365 Business, SharePoint, Zoom and Microsoft Teams.

Language:  Proficiency in English is required; proficiency in French is an asset.

Working Conditions (Hybrid): There is a requirement to work three (3) days in a week from the office during the first three months and to occasionally work extra hours including weekends and evenings. This position includes occasional travel within Canada.

Location: 55 Metcalfe Street, Suite 300, Ottawa, Ontario K1P 6L5

Please submit a cover letter and resume, by e-mail no later than August 19, 2022, to human.resources@engineerscanada.ca.

We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age.

Please note that the personal information collected as a part of your application will be used to process your candidacy for employment. If you are the successful candidate, the information will form part of your employment record at Engineers Canada. If your application is not successful, the information will be retained for 6 months and then destroyed in accordance with Engineers Canada’s Privacy Policy. To access Engineers Canada’s Privacy Policy, click here. Engineers Canada is not responsible for fees related to unsolicited resumes received from recruitment agencies.