Tourism Burnaby is seeking a highly organized, detail-oriented, and professional Administration and Governance Coordinator to provide administrative, operational, financial, governance, and coordination support across the organization.
This is an in-office role of 32 hours per week. Approximately 75% of the role will support the CEO and Tourism Burnaby team, including office coordination, administrative support, CRM management, travel coordination, document preparation, event logistics, and financial administration. Approximately 25% of the role will support the Board Chair and Board of Directors through board administration, meeting coordination, governance documentation, minutes, board communications, and compliance tracking.
The successful candidate will be a proactive and discreet administrative professional who can manage multiple priorities, maintain accurate records, support senior leadership, and ensure smooth coordination between staff, the CEO, the Board Chair, the Board of Directors, committees, vendors, and external partners.
Key Responsibilities
Executive, Team & Office Administration — 75%
Administrative & CEO Support
- Provide administrative support to the CEO and Tourism Burnaby team.
- Format, prepare, and proofread official documents, reports, presentations, letters, agendas, briefing notes, and other materials.
- Coordinate scheduling, meeting preparation, follow-up items, and administrative tasks as required.
- Support internal team coordination, including staff meetings, planning sessions, and office communications.
- Maintain organized digital records, templates, contact lists, and shared administrative files.
- Handle confidential information with discretion and professionalism.
Financial & Administrative Processing
- Coordinate monthly cheque processing and related administrative requirements.
- Process payments for various departments and assist with expense reports.
- Manage invoices, coding, payment tracking, and coordination with the bookkeeper.
- Support financial documentation, filing, and reconciliation as needed.
- Assist with tracking departmental administrative expenses and ensuring timely processing of financial records.
Office & Event Coordination
- Order and maintain office supplies, gifts, trade show materials, promotional items, and other organizational resources.
- Coordinate office logistics, meeting space bookings, catering, and team event arrangements.
- Support planning and logistics for internal meetings, stakeholder meetings, and partner events.
- Manage RSVPs, registration, and ticketing for select Tourism Burnaby events, typically 2–3 events per year.
- Coordinate shipping, receiving, storage, and logistics for trade shows, conferences, and event materials.
- Provide in-office support for day-to-day operations, including administrative tasks, supply coordination, meeting preparation, and office organization.
CRM Management
- Maintain and manage Tourism Burnaby’s Customer Relationship Management system to ensure accurate data tracking and reporting.
- Update partner, client, stakeholder, and event records in the CRM.
- Support list management, reporting, and data integrity across administrative systems.
Board Administration & Governance Support — 25%
Board & Committee Coordination
- Serve as a key administrative contact for board-related communications in coordination with the CEO and Board Chair.
- Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, material collection, and distribution.
- Prepare, record, and circulate accurate meeting minutes within one week of each meeting.
- Maintain board and committee attendance records.
- Support board onboarding, orientation, and ongoing board communication.
- Support the planning and execution of the Annual General Meeting, board retreats, strategic planning sessions, and other governance-related meetings.
Governance & Compliance Administration
- Maintain governance policies, procedures, regulatory documentation, board manuals, and official governance records.
- Support ongoing compliance with nonprofit governance requirements.
- Track governance obligations, reporting deadlines, board approvals, and committee action items.
- Support board recruitment, nominations, accreditation, and governance review processes as required.
- Assist the CEO, Board Chair, Treasurer, and governance committees with documentation and administrative follow-up.
Board Documentation & Records Management
- Manage board records, archives, agendas, minutes, resolutions, consent agendas, reports, and official documentation.
- Compile board packages and support the preparation of board reports.
- Ensure board materials are organized, accurate, confidential, and distributed in a timely manner.
- Maintain board contact lists and governance-related distribution lists.
- Support governance committees with meeting logistics, documents, and follow-up items.
- Experience with Board Effect or other Board Management software is a plus
Board Financial & Budgetary Support
- Assist with tracking, reporting, and reconciling board-related expenses.
- Work with the Treasurer, CEO, and bookkeeper to support transparent and accurate board-related budgeting practices.
- Process board reimbursements and maintain financial documentation related to board activities.
- Support financial recordkeeping for board meetings, retreats, AGM expenses, and governance-related activities.
Board Communications & Stakeholder Engagement
- Distribute governance updates and board communications as directed by the CEO, Board Chair, or committee leads.
- Support communication strategies related to governance and board activities.
- Assist with external governance communications when required.
- Maintain a high standard of confidentiality, professionalism, and accuracy in all board-related communications.
Qualifications & Experience
- Proven experience in an administrative, office coordination, executive assistant, board support, or governance administration role.
- Experience supporting senior leadership, boards, committees, or nonprofit organizations is strongly preferred.
- Strong organizational, multitasking, and time-management skills.
- Excellent written and verbal communication skills.
- Strong minute-taking, document preparation, proofreading, and report-formatting abilities.
- Proficiency with Microsoft Office Suite, shared drives, digital collaboration tools, and CRM systems.
- Experience with invoice processing, expense tracking, coding, reimbursements, or basic financial administration.
- Ability to work independently, manage competing priorities, and meet deadlines.
- High attention to detail and commitment to accurate recordkeeping.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Familiarity with nonprofit governance practices is considered an asset.
- Experience coordinating events, meetings, travel, logistics, or trade show materials is considered an asset.
Working Conditions
- In-office position based at Tourism Burnaby.
- 32 hours per week.
- Approximately 75% of the role supports the CEO and Tourism Burnaby team.
- Approximately 25% of the role supports the Board Chair and Board of Directors.
- Attendance required at board meetings, the Annual General Meeting, annual board retreat, and select organizational events.
- Some flexibility in scheduling may be required to accommodate board meetings, events, deadlines, or urgent administrative needs.
Compensation & Benefits
This position offers a salary of $45,000 per year based on a 32-hour work week.
Benefits include:
- Extended health benefits
- Gym membership
- RRSP matching
How to Apply
Interested candidates should submit a resume and brief cover letter. Please reference “Administration and Governance Coordinator” in your application.
