Governance Coordinator

The Governance Co-ordinator plays a key role in GS1 Canada's board and community management framework, supporting the administration and coordination of Board, Committee, and Community Group activities. This role ensures alignment with GS1 Canada's strategic plan, compliance with its by-laws, and adherence to governance policies. With a strong focus on governance operations, this position is responsible for agenda planning, meeting logistics, material preparation, minute-taking, and action item tracking. It also serves as the primary administrator of GS1 Canada's SharePoint board and community group portals, the platform external board and community members rely on to access governance materials and stay informed. This is a hands-on coordination role that requires strong reporting skills, SharePoint administration experience, and a practical approach to using AI and digital tools to improve how governance work gets done. This role is hybrid, requiring in-person attendance at the Toronto office approximately 1-2 days per week, with additional in-office days for board meetings, staff meetings, and related events. Key Responsibilities Governance Administration & Meeting Management: Oversee administrative tasks of board, committee, and community group meetings and activities, ensuring adherence to GS1 Canada’s governance model and anti-competition policies, through effective organization, document preparation, and planning for both in-person and virtual meetings. Set up and manage in-office boardroom logistics for board meetings, including AV, materials, room configuration, and webinar setup for hybrid attendees Prepare and assist with content development: agenda setting, internal governance communications, board reporting documents, briefing notes, meeting minutes, presentations, ad hoc reports, reference materials, and website content. Attend meetings as required, ensuring that governance policies, such as the Competition Act, Code of Conduct, and Intellectual Property Policy, are upheld. Ensure accurate and timely preparation of minutes, track and manage action items, and follow up with relevant departments to maintain accountability Provide administrative and coordination support to the governance team, including scheduling meetings as required. Manage and maintain records for Board motions, terms of office, board orientation materials, and the organization’s minute book. Coordinate Board nomination processes and related documentation to ensure seamless execution. SharePoint Portal Administration Administer and maintain GS1 Canada's external board and community group portal on SharePoint, ensuring content is accurate, organized, and accessible to board members Manage user access, permissions, and content structure across the portal Serve as the primary point of contact for board members and internal stakeholders on portal-related questions and issues Identify and recommend improvements to the portal experience as governance needs evolve, supporting implementation as directed. Reporting and Governance Insights Prepare clear governance reports and dashboards that provide visibility into governance activity for senior audiences Track governance metrics, including board attendance, action item status, and key governance indicators Translate governance activity into summaries and updates that are easy for senior audiences to read and act on . Stakeholder Management and Engagement: Build and maintain trusted, collaborative relationships with stakeholders, consultants, and internal teams Act as a key point of contact for governance administration-related matters, providing support and assistance across the board and community group portals Proactively collaborate with internal stakeholders to advance action items and keep commitments on track Manage the board and community group mailboxes and calendars, ensuring timely responses to inquiries, coordinating RSVPs, and keeping members informed of upcoming meetings and commitments Process Optimization: Explore and apply AI and digital tools that reduce manual effort in governance workflows, from document preparation to reporting Support annual corporate filings and assist with board onboarding, orientation, and education programs Review and update departmental SOPs, policies, mandates, and guides to reflect current best practices Maintain project trackers, distribution lists, contact lists, templates, shared files, and other tools that support an effective governance function. Maintain and archive governance files, ensuring all records are accurately updated on network systems. Flags emerging trends and shares relevant insights with the governance team. Perform other duties and projects as assigned, demonstrating flexibility and adaptability to evolving priorities. Skills, Knowledge & Expertise University degree or college diploma in Business, governance, or a related field; 3+ years of related administration and/or governance experience. CRITICAL COMPETENCIES Advanced proficiency in Microsoft 365, particularly Outlook, Word, Excel, and PowerPoint, SharePoint, and Adobe Acrobat; Excellent written and verbal communication skills to interact with all levels of staff, and external stakeholders, both professionally and efficiently; Exceptional organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain close attention to detail. Strong reporting skills, with the ability to turn governance activity into clear, structured information for senior audiences. Experience coordinating meetings, events, communications calendars, project plans, or cross-functional activities. A genuine team player who communicates proactively, follows through on commitments, and contributes to a collaborative working environment. Ability to work independently and take ownership of tasks end-to-end. Ability to maintain confidentiality and use sound judgment when handling board, leadership, or business-sensitive information. Practical experience with AI tools in a professional setting is an asset. Bilingualism in English and French is considered an asset.