Administrative Assistant

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

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:

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

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 solid 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.

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 di

📌 Administrative Assistant (Richmond)
🏢 Richmond Division of Family Practice
📍 Richmond