Help Steer the Organization—From the Inside : At OK Tire, governance isn’t just a requirement—it’s a commitment to integrity, accountability, and doing the right thing. We’re looking for a highly capable Governance & Office Administration Coordinator who thrives behind the scenes, keeps complex processes running smoothly, and understands the responsibility that comes with supporting Executives and Boards at the highest level.

This is a governance-first role. You will be a trusted partner to our Executive team and Boards of Directors/Trustees for O.K. Tire Stores Inc. and OK Tire Real Estate Trust (RET), ensuring governance processes are executed with precision, discretion, and professionalism. You’ll also play an key—though secondary—role in keeping our corporate office organized, welcoming, and running smoothly.

If you’re someone who loves structure, values confidentiality, anticipates needs before they’re voiced, and takes pride in excellence, this role was designed for you.

Why This Role Matters : In this role, your work directly supports:

- Strong corporate governance and regulatory compliance
- Informed decision-making at the Board and Executive level
- The professional culture and credibility of our organization

You’ll be entrusted with sensitive information, complex coordination, and responsibilities that require sound judgment and absolute discretion. This is a role for an experienced professional who understands the weight—and the reward—of getting the details right.

Your Primary Focus: Governance Excellence : As our Governance & Office Administration Coordinator, you will:

- Coordinate governance activities for the Executive team and Boards of OK Tire and the RET, including agendas, meeting materials, records, and follow-up actions




- Prepare and support formal Board and Committee meetings, ensuring logistics are seamless and minutes are captured with clarity, accuracy, and confidentiality
- Maintain and strengthen governance frameworks, including structured records management, version control, and secure access permissions
- Manage corporate and regulatory filings, such as annual returns, director/trustee updates, and corporate registry records
- Act as a liaison between Management, Board Members, external legal, accounting, and compliance advisors, and regulators
- Support strategic initiatives and special projects, tracking deliverables and ensuring timely follow-through
- Safeguard confidential and privileged information, maintaining strict information barriers between OK Tire and the RET in accordance with governance and fiduciary obligations

This role demands exceptional attention to detail, discretion, and a clear understanding of governance best practices.

Secondary Focus: Office Coordination & Professional Environment : While governance is the heart of this role, you’ll also help ensure our corporate office reflects the same professionalism we bring to our leadership practices:

- Support daily office operations, including mail, supplies, and vendor coordination
- Ensure the boardroom and shared spaces are consistently organized and ready for use
- Contribute to shared-space stewardship (kitchen and common areas) as part of our collective standard of professionalism




- Provide administrative support to HR and payroll processes
- Serve as a welcoming first point of contact for visitors
- Champion a positive, service-oriented office culture

These responsibilities matter—not because they’re glamorous, but because they set the tone for how we work together.

What You Bring : We’re looking for a seasoned professional who brings both capability and character:

- 3 -6 years of experience in governance support, executive assistance, office administration, or a related role requiring confidentiality and precision
- Proven experience supporting Boards, Executives, or regulated/legal environments (a strong asset)
- Demonstrated ability to prepare meeting materials, manage schedules, and take accurate, well-structured minutes
- Exceptional organizational skills and the ability to manage recurring workflows and competing priorities
- Strong interpersonal skills and a proactive, service-minded approach
- Typing speed of 65-90 wpm with 95% accuracy
- Bilingual in French is a significant asset, supporting communication across our national network

Trust, Confidentiality & Professional Judgment : This role is entrusted with highly sensitive, confidential, and privileged information. You must demonstrate unwavering discretion, sound judgment, and a clear understanding of governance-related confidentiality and information separation. These obligations are fundamental to the role and continue beyond employment.

Why You’ll Love Working Here :

- A culture that values accountability, commitment, and teamwork.
- Opportunities to learn, grow, and make a real impact.
- A team that works hard but knows how to have fun.
- Annual performance bonus opportunities
- Vacation progr

📌 Governance and Office Administration Coordinator (Surrey)
🏢 OK Tire Stores
📍 Surrey