Governance Coordinator

Key Responsibilities

• 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. 

• 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. 

• 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 .

• 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, as this role may involve communication with stakeholders and business partners across Canada.