Governance Coordinator

As the province's largest energy provider with more than 100 years of knowledge and experience, we proudly deliver renewable energy, natural gas, electricity and propane to 1.3 million customers. We are actively seeking new talent to join our mission of delivering a stronger energy future in B.C. As one of BC's Top Employers with a diverse team of over 2800 employees, we are committed to a safe and inclusive culture where each of us can connect, belong and grow. Join us and together let's shape a brighter future for B.C.

The Governance Coordinator provides administrative and governance support to the Corporate Secretary function. The role is responsible for coordinating complex schedules, preparing and managing confidential documentation, supporting board and committee meeting logistics and governance processes. The role ensures the smooth operation of day-to-day activities through effective communication, organization and attention to detail while maintaining discretion and professionalism in all interactions with internal and external stakeholders.

In this role you will:

• Provide professional administrative support ensuring coverage of core administrative functions and adherence to established protocols; offer guidance to others as needed.
• Manage board calendars, coordinate meetings, appointments, travel and events, and ensure efficient use of time by resolving scheduling conflicts and preparing related materials.
• Compile and format financial, operational and governance-related information including board reports, statistics and budget data; investigate and report on variances.
• Work with executives and executive assistants to compile Board and Committee materials and post and publish materials on a strict deadline.
• Attend all Board and Committee meetings and take and prepare minutes of meetings.
• Manage all legal requirements associated with corporate compliance for all British Columbia based FortisBC entities including preparation and execution of annual resolutions and sign offs for our internal compliance program.
• Maintain effective office systems and records demonstrating proficiency in software applications (e.g., Word, Excel, PowerPoint, Outlook) to produce high-quality documents and presentations.
• Post and publish materials to Board governance portal (currently using Diligent).
• Source and coordinate meeting and event locations in BC; contract for hotel venues for meetings and coordinate all hotel services including banquets, catering, room blocks; organize logistics for Board tours.
• Perform general administrative duties including file management, travel arrangements and shared office responsibilities across departments.
• Code and process departmental invoices and expenses to ensure timely payment and accurate financial tracking.
• Coordinate and support board and committee governance activities including scheduling meetings, preparing and distributing materials, maintaining accurate minutes and resolutions and ensuring timely follow-up on action items.
• Handle confidential matters and communications with internal and external stakeholders including legal counsel and business owners.
• Assist with corporate records management and regulatory compliance by maintaining corporate compliance requirements, supporting filings and annual returns and helping draft and review governance documents while facilitating communication between the board, senior management and stakeholders.

What it takes:

• Completion of a Corporate Paralegal program or Legal Assistant/Corporate Secretary certification from a recognized post-secondary institution combined with a minimum of five (5) years of experience as a senior administrative resource in a law firm or corporate environment or an equivalent combination of education, training and experience.
• Knowledge of the Utility Industry is considered an asset.
• Strong knowledge of financial and/or legal practices and procedures.
• Knowledge of company organization structure, business processes, etc.
• Demonstrated ability to communicate effectively both verbally and in writing.
• Exercise discretion, sound judgment and professionalism in handling confidential matters and communications with internal and external stakeholders.
• Strong organizational and interpersonal skills with a proven record as a team player.
• Demonstrated ability to exercise judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Proficient at data entry with an attention to accuracy and speed.
• Demonstrated ability to analyze and solve problems.
• Demonstrated ability to interact with all levels of internal and external contacts in a professional, clear and courteous manner in order to represent the interests of others.
• Demonstrated ability to prioritize tasks and complete assignments in a manner that optimizes departmental effectiveness.
• Demonstrated ability to work within demanding work schedules including tight timeframes.
• Strong software application skills including SAP, MS Office (Word, Excel, PowerPoint).

Additional Information:

• This role requires flexibility to accommodate board schedules and deadlines. Occasional evening and weekend work may be necessary.
• Please note that there are blackout periods for time off typically one month prior to scheduled board meetings.
• Valid BC Driver's License.
• Occasional travel required.
• In this role you will have the option to participate in a flexible work program enabling you to work from an approved flex location in British Columbia up to 85 days a year (equivalent to approximately two days a week) subject to business or operational needs.

Our engaging workplace offers a wide range of challenging opportunities while being safe, inclusive and diverse. We offer a competitive salary and benefits package while supporting life-long career development. We also encourage volunteerism and nourish the need to give back to your community.

FortisBC acknowledges and respects Indigenous Peoples in Canada on whose Traditional Territories we all live and work. FortisBC is committed to Reconciliation with Indigenous Peoples and is guided by our Statement of Indigenous Principles.