Governance Coordinator
What we’re looking for: The Canadian Institute of Planners (CIP) is looking for an experienced and detail-oriented Governance Coordinator who will bring their positive energy, expertise, and willingness to further their skills to our national not-for-profit organization as we continue to implement our Strategic Plan. A full description of the role can be found further below.
What we do: CIP is a member-based organization that works on behalf of planning professionals and students across Canada. Our members work on many important issues, from planning new communities and public spaces to expanding public transit and bike paths (and much more!). As such, our organization is involved in conversations on how to support aspiring planners on their career journey, as well as policy issues related to climate change, healthy communities, housing, and what it means to support reconciliation and equity, diversity and inclusion in our communities.
Who we are: CIP is strongly committed to a diverse, inclusive, and accessible workplace and strives to maintain a collaborative work environment that fosters personal and professional growth for all employees.
Where we are: Due to the collaborative nature of this role, the Coordinator, Governance and Committees will be a hybrid employee and expect to be in the CIP office in person, in downtown Ottawa, a minimum of two (2) days per week.
CIP respectfully acknowledges that our office is located on the unceded territory of the Anishinaabe Algonquin Nation. CIP values the ongoing stewardship of all First Nations, Inuit, and Métis peoples.
What we’re offering:Compensation for this position is $55,000-$65,000/year, commensurate with experience, plus the following enhancements:
- A comprehensive benefits package (Extended Health, Dental, Life Insurance, AD&D, LTD, and Employee and Family Assistance Program) – all premiums paid by CIP except for LTD (LTD premium to be paid by employee)
- An RRSP contribution matching program – up to 5% of gross salary
- Generous vacation entitlement – 18 paid days/year, plus additional non-statutory holidays
- Generous personal leave (for illness, family emergencies, etc.) – up to 20 paid days/year
- Professional development opportunities
- Hybrid office work environment, with flex-time option as per CIP policy
How to apply: If you are interested in working collaboratively with the CIP team plus partners across the country, we’d love to hear from you. Applicants are asked to submit a single PDF document to [email protected] which includes:
- A cover letter addressing the duties, skills and abilities, and hard qualifications for the position, explaining why you are well suited to the position
- A detailed C.V., including a summary of relevant knowledge and workplace experience
We thank all who apply; however, only those selected for an interview will be contacted. No follow-up emails or phone calls, please.
CIP is strongly committed to a diverse and inclusive workplace. CIP welcomes applications from those who will contribute to the diversity of our community. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.
Position Summary
The Governance Coordinator provides administrative and governance support for both Canadian Institute of Planners (CIP), a not-for-profit corporation, and the CIP/ICU Planning Student Trust Fund (CIP-PSTF), a registered charity.
This role also supports collaborative governance activities such as the coordination of Annual General Meetings, special member meetings, advisory groups and committees where CIP acts as the Secretariat and liaison with Provincial and Territorial Institutes and Associations (PTIAs) to ensure alignment, communication, and effective coordination across the broader planning organization network.
Reports To
Chief Executive Officer
Also Works Closely With
Board of Directors for both CIP & CIP PSTF, staff team, and external committees to support the planning ecosystem
Connection to Strategic Plan
This role is closely aligned with CIP’s mission to “support our members, add value to the larger Canadian planning ecosystem” and CIP’s strategic commitment to provide members “Career Support for Life”. This position is also critical for ensuring that CIP operations are running optimally, thereby enabling the rest of the CIP team to also implement the Strategic Plan.
Key Responsibilities
Major areas of responsibility within the portfolio include, but are not limited to:
Governance and Meeting Coordination
- Organizes meetings for the CEO, the CIP and CIP-PSTF Boards of Directors, committees, and other governance and advisory bodies.
- Develops and maintains workback schedules for the Boards, Annual General Meeting (AGM), committees, and other governance and advisory bodies.
- Supports and coordinates the call for Director nominations
- Oversees all meeting logistics: scheduling, accommodations, meeting venues, and travel
- Prepares and distributes meeting packages (includes meeting details, agendas, and reading material), and posts them on members-only site and Basecamp, in accordance with CIP & CIP-PSTF’s policies and procedures
- Attends Board, AGM, and external committee meetings*, assists with administering votes, and prepares meeting minutes/notes
- Ensures that By-laws, policies, and procedures are followed and also updated as required
Governance Administration
- Creates and maintains up-to-date tracking of all motions, reports, and action items presented at the Board and external committee meetings
- Maintains Board and committee rosters and terms
- Administers and maintains tracking for external committee processes and documentation
- Coordinates volunteer recognition of Board and committee members
- Maintains Board Orientation Manuals and Governance Policies and Procedures Manuals
- Assists with Board orientation and governance training
- Tracks outgoing and incoming correspondence, as required
- Assists, schedules, and prepares CEO and Board members for meetings with key stakeholders, as required
- Coordinates Board, committee, and CEO expense claims
- Supports tracking of carbon emissions, related to Board and committee travel
- Assists with Board and committee budgeting, as required
- Coordinates CEO meetings and administrative responsibilities, as required
Qualifications: The ideal candidate will have the following skills and background:
Required
- Minimum 4 years of administrative and governance experience, preferably in a membership-based or not-for-profit organization.
- Experience providing logistical and administrative support for meetings, events, or conferences (virtual, hybrid, and in-person).
- Strong written and verbal communication skills in English.
- Proficiency with Microsoft Office Suite and comfort learning other software platforms such as Basecamp.
- Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
- Strong attention to detail and accuracy in record-keeping, document preparation, and correspondence.
- Ability to provide professional, courteous, and timely support to members, volunteers, and Board directors.
- Willingness to occasionally work overtime during peak periods and travel outside Ottawa for meetings.
Preferred Aptitudes
- Experience supporting governance processes, such as preparing meeting packages, taking minutes, or tracking motions and action items.
- Experience working with volunteers, committees, or boards.
- Comfort providing basic IT or virtual platform troubleshooting during meetings or events.
- Collaborative, team-oriented approach, with a high level of discretion and professionalism.
- Flexibility to adapt to changing priorities and deadlines.
- A customer service mindset, with the ability to work well with people from diverse backgrounds and regions.
Pay: $55,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- On-site gym
- Paid time off
- RRSP match
- Wellness program
- Work from home
Work Location: Hybrid remote in Ottawa, ON
