Administrative Assistant

Job Posting

Position Title

Administrative Assistant

Position Type

Full-time, 37.5 hours/week

Reports to

HR Business Partner & Special Projects, RDFP

Start Date

Immediately

Salary Range

$50,000-55,000 per year

End Date

October 31, 2027

Organizational Status

The Richmond Division of Family Practice (RDFP) is a local non-profit society that is part of a province-wide initiative designed to improve patient care, increase family physician influence on health care delivery and design, and enhance professional satisfaction for physicians. The Richmond Division has over 310 physician members and is led by a Board of Directors, and works in collaboration with Vancouver Coastal Health, BC's Ministry of Health, and community organizations. More information about us can be found on our website: https://richmonddivision.ca/

The Richmond Division of Family Practice is committed to fostering an inclusive workforce that reflects the diverse cultures, backgrounds, experiences, and viewpoints of its team members. Our objective is to provide a space for people from all walks of life, creating a welcoming environment for all.

Job Summary

The Administrative Assistant supports the day-to-day operations, meetings and engagement activities of the Richmond Division of Family Practice (RDFP). Reporting to the HR Business Partner & Special Projects, this role provides administrative support for office operations, events and routine financial processes, contributing to RDFP's mission of improving patient care and strengthening physician collaboration in Richmond.

Key responsibilities include providing administrative support to the Executive Director, managers, committees and other stakeholders; assisting with projects and events; coordinating resources and logistics; maintaining records; and gathering and summarizing data for reports and progress updates. The Administrative Assistant works closely with staff, members and vendors to ensure activities run smoothly and meet established timelines.

The ideal candidate is organized, proactive and service-oriented, with strong communication skills, attention to detail and the ability to manage competing priorities. They bring enthusiasm and a collaborative approach to a community-focused non-profit that values inclusion and quality service.

This is a 1.0 FTE temporary position ending October 31, 2027.

Key Responsibilities:

OPERATIONS AND ADMINISTRATION

• Maintain divisional calendars, document hubs, contact lists and organized electronic and physical records.
• Prepare, update and proofread correspondence, presentations, spreadsheets and reports, ensuring accuracy, professional formatting and appropriate handling of confidential information.
• Monitor office supplies, inventory and equipment; arrange approved purchases; and coordinate routine service requests with external IT providers.
• Support new staff with IT access, business cards and orientation to RDFP's administrative systems and procedures.
• Collect invoices and receipts, prepare expense and credit card reconciliations, and complete assigned routine financial administration tasks for review and approval.
• Maintain records of organizational contracts, leases and service agreements, track renewal dates and notify the responsible staff member of upcoming deadlines.
• Respond to general inquiries from members, staff and external partners, provide routine information and direct requests to the appropriate staff member.
• Support the Communications Coordinator by collecting information and reviewing materials for the bi-weekly member e-Letter and distributing approved invitations and notices.
• Gather, clarify and share information with internal and external stakeholders as directed.
• Research promotional products, obtain quotes and arrange approved purchases.
• Provide administrative support to the HR Business Partner & Special Projects, Executive Director and managers, including project tracking, reporting and follow-up.
• Suggest and assist with improvements to administrative workflows, filing systems and routine procedures.

MEETINGS AND COMMITTEE SUPPORT

• Schedule meetings, coordinate participant availability, book meeting spaces and arrange audiovisual equipment or virtual meeting access.
• Prepare and distribute agendas, meeting packages and supporting materials in advance.
• Attend meetings to record accurate minutes, document action items and distribute approved minutes promptly.
• Track action items and follow up with the appropriate staff or committee members.
• Support the Joint Occupational Health and Safety Committee by arranging meetings, preparing materials, recording minutes and tracking assigned follow-up activities.

EVENT AND PROGRAM COORDINATION

• Assist with educational, engagement and professional development events under the direction of the responsible staff member.
• Maintain the event calendar and coordinate logistics, including venue bookings, catering, registration, materials and equipment.
• Track event expenses within approved budgets and prepare supporting documentation for review.
• Liaise with speakers, presenters and vendors to confirm arrangements, obtain materials and provide preparation or technical assistance.
• Support the Communications Coordinator in preparing and distributing approved event notices, marketing materials and registration reminders.
• Support in-person and virtual event delivery, including setup, registration, basic technical assistance and post-event follow-up.
• Collect and summarize participant feedback and attendance information to support event evaluation and reporting.
• Maintain event checklists, procedures and records, and suggest practical improvements.

WorkIng Conditions

The Administrative Assistant works in person at RDFP's central Richmond office, Monday to Friday during regular office hours. Occasional early morning, evening and weekend work is required to support scheduled meetings and events. Local travel, primarily within Richmond and Vancouver, includes transporting event materials and equipment. A valid driver's licence and access to a reliable vehicle are required.

Education & Experience

• Certificate or diploma in office administration, business administration or a related field, or an equivalent combination of education and experience.
• Two to three years of relevant administrative experience.
• Experience supporting meetings, events or webinars.
• Proficiency with Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Experience in a non-profit or health care setting is an asset.

Knowledge, Skills & Abilities

• Effective and clear communication skills (written and oral)
• Strong interpersonal skills with the capacity to work alone or in a team, as needed
• Strong organizational and time management skills, with the ability to prioritize competing tasks, meet deadlines and remain calm under pressure.
• Ability to handle highly confidential material and information with professionalism and tact

Other Requirements

• Valid driver's license and access to reliable transportation.
• Ability to work flexible hours, including some evenings and weekends, as needed

Benefits:

Paid Leave

• 15 days of paid vacation
• 5 paid sick days
• 3 days of paid bereavement
• Statutory holidays paid after 30 days of employment

Extended Health Benefits and Dental

• Comprehensive medical and dental benefits
• Life insurance at $50,000
• Accident insurance at $50,000
• Long-term Term Disability coverage at $10,000

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