Administrative Assistants-Temp-Legal

Administrative Assistant Full-time, 37.5 hours/week Reports to: HR Business Partner & Special Projects, RDFP Immediately 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. 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; 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. OPERATIONS AND ADMINISTRATION Maintain divisional calendars, document hubs, contact lists and organized electronic and physical records. Monitor office supplies, inventory and equipment; 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. Support the Communications Coordinator by collecting information and reviewing materials for the bi-weekly member e-Letter and distributing approved invitations and notices. 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. 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. Support the Joint Occupational Health and Safety Committee by arranging meetings, preparing materials, recording minutes and tracking assigned follow-up activities. 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. 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. 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. 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. Proficiency with Microsoft Office, including Word, Excel, Outlook and PowerPoint. Experience in a non-profit or health care setting is an asset. 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