Council Governance Secretary

Impact Recruitment; Vancouver; On-site; CAD 90,000 - 120,000; Full time

Benefits offered by this job

Medical and dental benefits

RRSP matching

Generous vacation

Professional work environment

Job summary

Impact Recruitment is seeking an experienced and highly organized Council Governance Secretary to support the effective and efficient operations of Council and its committees. This senior governance role emphasizes meeting administration, minute-taking, and collaboration with elected officials and stakeholders.

The role ensures decisions, action items, records, and materials are accurately documented, tracked, and followed through, with evening meetings expected and a ~35 hour work week.

Qualifications

• 5+ years in a senior governance/secretarial role.
• Experience with council/board operations and minutes.
• Ability to work with elected officials and multiple stakeholders.

Responsibilities

• Prepare and coordinate agendas, information, and meeting materials for Council and committees.
• Attend meetings and support additional committees as needed.
• Record, transcribe, distribute, and track minutes, motions, and action items.
• Finalize amendments to minutes after approval and maintain action lists.
• Coordinate attendance, quorum, and meeting logistics; support community meetings as required.
• Provide feedback to improve meeting administration and governance processes.
• Maintain confidentiality and exercise sound judgment on sensitive matters.

Skills

Governance

Minute taking

Meeting administration

Stakeholder coordination

Confidentiality

Tools

Robert's Rules of Order

Job description

We are seeking an experienced and highly organizedCouncil Governance Secretaryto support the effective and efficient operations of Council and its committees. This is a senior-level opportunity for a governance professional with strong meeting administration and minute-taking experience who is comfortable working with elected officials, senior leadership, and multiple stakeholders. The successful candidate will play an important role in ensuring Council decisions, action items, records, and meeting materials are accurately documented, communicated, and followed through.

About Our ClientOur client is a well-established First Nations organization with a strong focus on effective governance, community service, and the advancement of its community interests. The organization operates in a dynamic environment where strong relationships, respect, confidentiality, cultural awareness, and sound governance practices are essential.

The successful candidate will work closely with Chief and Council, the Chief Administrative Officer, senior managers, administrative teams, and other stakeholders. This is an organization that values professionalism, collaboration, accountability, and a respectful approach to First Nations governance and community matters.

About The OpportunityThis is an excellent opportunity for an experienced governance professional to take on a senior role supporting the integrity, effectiveness, and continuity of Council and Committee operations.

The Council Governance Secretary will have meaningful responsibility for ensuring meetings are well organized, Council materials are accurate and complete, decisions are properly recorded, and action items are tracked through to completion. The successful candidate will also have the opportunity to provide constructive feedback and recommendations on meeting processes and governance practices.

About The PositionThe Council Governance Secretary serves as a key connection between Council and Administration and is responsible for supporting Council and committee operations from preparation through to follow-up.

Key responsibilities

• Preparing and coordinating agendas, information, meeting materials, and Council packages.
• Attending Council meetings and supportingadditional committees.
• Recording, transcribing, distributing, and tracking meeting minutes, motions, decisions, and action items.
• Finalizing amendments to Council minutes following approval.
• Developing and maintaining Council and Committee action lists and monitoring deadlines.
• Coordinating attendance and confirming quorum for special and extraordinary meetings.
• Coordinating meeting logistics, including room bookings, food ordering, technology, and meeting clean-up.
• Supporting community meetings as required.
• Providing feedback and recommendations to improve meeting administration and governance processes.
• Maintaining confidentiality and exercising sound judgment when handling sensitive matters.

The position is approximately35 hours per week, with flexibility in scheduling around evening Council and committee meetings.

The Requirements

• 5+years of progressive experience in a Council Secretary, Corporate Secretary, governance, or similar senior administrative role.
• Experience working in amunicipal, government, First Nations, or comparable governance environmentis strongly preferred.
• Extensive experience taking, preparing, and finalizing accurate meeting minutes.
• Strong understanding of Council and committee operations and the dynamics involved in working with elected officials.
• Knowledge ofRobert’s Rules of Orderis considered an asset.
• Comfortable working in an environment where priorities and requirements can change.
• Ability to understand and communicate complex governance and business matters.
• Knowledge and experience working within a First Nations governance environment is considered a strong asset.
• Willingness and ability to regularly attend evening Council and committee meetings.

Compensation

• Competitive compensation, depending on experience and qualifications.
• Comprehensivemedical and dental benefits.
• Generous vacation.
• RRSP matching.
• A professional, collaborative, and respectful work environment with the opportunity to contribute directly to effective Council and community governance.