Meeting Management Coordinator

Ready to be the mastermind behind seamless meetings and events? Join us as our Meeting Management Coordinator and bring your organizational superpowers to a dynamic non-profit, team driving healthcare innovation. This may be done by text, email, phone call, or in-person. You are supporting a dynamic team working on meaningful healthcare projects. The Meeting Management Coordinator is a full-time role responsible for scheduling and coordinating meetings and events for a staff team of 11, managing RSVPs, venue bookings and event logistics. Reporting to the Engagement Operations Manager and Operations & HR Manager, you’ll ensure smooth operations while coordinating and executing clinic deliveries. Divisions of Family Practice is an initiative of the   General Practice Services Committee  (a joint committee of the  BC Ministry of Health   and  Doctors of BC ) . The Ridge Meadows Division of Family Practice (RMDFP) operates as a nonprofit society. RMDFP provides its 160 members with a strong voice to ensure that our members are at the forefront of positive change in our healthcare system. We seek to achieve optimal health for Maple Ridge, Pitt Meadows and Katzie First Nation, by providing leadership and support for our physicians and in turn provide the best care possible for their patients. To improve physician satisfaction by having an organization that builds inclusive connections and partnerships to make meaningful health care change. Commitment to Equity, Diversity, Inclusion and Culture The Meeting Management Coordinator will: · Ensure all deadlines are met for managers, staff leads, and project deliverables, working collaboratively with all staff. · Coordinate meeting scheduling, including booking dates/times and managing RSVPs. · Resolve scheduling conflicts by working with project leads. · Perform quality checks to ensure meetings run smoothly and efficiently. · Keep eyes and ears open, having your finger on the pulse to ensure high quality work is maintained and deadlines are met. · Use a tracking system for tasks, mini-projects, and meetings. · Participate in team huddles and project meetings as required. · Attend early morning or evening meetings and travel to off-site locations when needed. · Coordinate and execute mini projects as assigned. · Minimum 3 years of administrative or event coordination experience. · Strong proficiency with Microsoft Office (Word, Excel, PowerPoint). · Experience in managing multiple calendars ensuring staff of 14 or physician members are not double-booked. · Audio/visual experience or technical aptitude to learn quickly and troubleshoot for meeting and event set up. · Proficiency with office technology equipment included printers, computers, monitors, Wi-Fi, wireless speakers. · com, SharePoint, Google Calendar, Maximizer, and Basecamp. · A collaborative approach to teamwork, with strong interpersonal, relationship-building, and problem-solving skills. · Strong organizational and time management skills. · Willingness to take direction and work independently. We offer opportunities for professional development, personal growth, development, and skill building. The top end of the scale shows where you can progress to after Division experience, as this carries value compared to standard work experience, given our unique environment . Group benefits with medical, dental and life insurance start after 3 months. Vacation accumulates at 2 weeks in the first year and increases to 3 weeks after three years and 4 weeks after five years of employment. You will have the opportunity to volunteer to support the Maple Ridge and Pitt Meadows communities with our team or individually. Together, we make staff development a priority whether it is teamwork building, education, recognizing something awesome you contributed or celebrating your work anniversary. This is an in-office position, Monday to Friday, between 8 am – 6 pm (you choose your best start and end time, i.e.: 9am-5pm, 10am-6pm) with the flexibility of attending early morning, evening and/or occasional weekend meetings to accommodate physician’s schedules. The Meeting Management Coordinator will need to accommodate and manage a flexible schedule. Travel will be necessary across the Maple Ridge and Pitt Meadows region and reliable transportation is required. Sharing ideas, laughing together, and supporting one another is part of our everyday vibe. Community is close to our hearts, so don’t be surprised if we rally together for volunteer work with seniors or organize food