Governance and Member Services Officer (Bilingual)

Governance and Member Services Officer

The opportunity: The Canadian Institute of Planners (CIP) is looking for an experienced and detail-oriented Governance and Member Services Officer 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 Governance and Member Services Officer will be a hybrid employee and expected 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 controller@cip-icu.ca 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 and Member Services Officer provides administrative and governance support to the Chief Executive Officer (CEO) and the CIP Board of Directors.

This role also supports the planning and execution of CIP’s annual national hybrid conference under the direction of the Manager, Projects and Events.

This is a bilingual position (English/French)

Reports To

Chief Executive Officer

Also Works Closely With

Manager, Projects and Events, staff team, and organizational partners

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 related to the CEO, CIP Board of Directors, and external committee activities
• Creates and maintains work-back schedules for the Board, AGM, and external committees
• 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’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

Event and Project Coordination Support

• Provide administrative support to the Member Services team under the direction of the Manager, Projects, and Events Including;
• Assisting with program logistics, data entry and document preparation
• Book travel, accommodation, and transportation for speakers, moderators, and event staff, as required
• Compile quotes and coordinate with vendors for audio-visual, catering, rentals, and other event-related services.
• Maintain and update event management systems (e.g., Pheedloop) with session details, speaker bios, and registration forms
• Prepare attendee lists, name badges, signage, collateral, and other conference materials in collaboration with the communications team
• Compile post-event reports (attendance, feedback, budget tracking).
• Provide onsite event support (registration desk, exhibitor setup, speaker coordination) as well as technical and administrative support for virtual/hybrid events (currently via Zoom)
• Support other Member Services initiatives as required

Qualifications: The ideal candidate will have the following skills and background:

Required

• Minimum 2 years of administrative, governance, or event coordination 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 both English and French (bilingualism is mandatory).
• Proficiency with Microsoft Office Suite and comfort learning other software platforms such as Basecamp, Zoom, Pheedloop, and member databases.
• 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, Board directors, and event participants.
• Willingness to occasionally work overtime during peak periods (e.g., conference season) and travel outside Ottawa for events.

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.
• Knowledge of event management systems, online registration tools, and/or sponsorship tracking.
• 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.

How to apply: If you are passionate about governance and creating first-rate events and learning experiences, and are interested in working collaboratively with the CIP team plus stakeholders across the country, we’d love to hear from you. Applicants are asked to submit a single PDF document to controller@cip-icu.ca 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 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.

Job Types: Full-time, Fixed term contract

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off
• RRSP match
• Vision care
• Work from home

Ability to commute/relocate:

• Ottawa, ON K1P 5J3: reliably commute or plan to relocate before starting work (required)

Language:

• French and English (required)

Work Location: Hybrid remote in Ottawa, ON K1P 5J3