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. If you thrive on deadlines, teamwork, and making things happen, this role is for you! You’ll coordinate meetings with staff, physician members and partners who already have full schedules. You will respectfully, thoughtfully, strategically nudge people for their RSVPs to your meeting invitation email to firm up the meeting date within a short timeframe.  This may be done by text, email, phone call, or in-person. You are supporting a dynamic team working on meaningful healthcare projects. If you thrive in a fast-paced environment, love teamwork and have a passion for organization, this role is for you!

JOB SUMMARY

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.  Success requires strong organizational skills, flexibility and a collaborative approach in a dynamic, team-oriented environment.

ABOUT US

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. Incorporated in 2010, it serves the Maple Ridge and Pitt Meadows area. 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.

Our Vision

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.

Our Mission

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

We are committed to an inclusive workforce that fully represents many different cultures, backgrounds and viewpoints. Our objective is to provide a space for people from all walks of life, creating a welcoming environment for all. We are committed and have accountability to our working culture. 

Areas of Responsibility

Big Picture

Responsible for contributing and supporting the organization's annual Strategic Plan and organization goals to success.

Scope of Work:

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.

·  Liaise and engage with physician members to secure timely RSVPs for meeting confirmation or rescheduling.

·   Prepare meeting venues, ensuring equipment and supplies are ready for presenters and staff leads

·   Maintain organizational calendars and send reminders to attendees.

·   Resolve scheduling conflicts by working with project leads.

·   Review calendars daily to prioritize tasks effectively.

·   Research and recommend improvements for venues, catering, and meeting technology.

·   Create and maintain tracking documents, processes, and procedures.

·   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.

·   Support team members in alignment with an “all-hands-on-deck” culture.

·   Perform other related duties within a flat organizational structure.

QUALIFICATIONS

·   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.

·   Minimum 2 years of event coordination experience.

·   Proficiency with office technology equipment included printers, computers, monitors, Wi-Fi, wireless speakers.

·   Experience with (or ability to quickly learn) platforms like Monday.com, SharePoint, Google Calendar, Maximizer, and Basecamp.

·   A collaborative approach to teamwork, with strong interpersonal, relationship-building, and problem-solving skills.

·   Exceptional written and verbal communication skills.

·   Strong organizational and time management skills.

·   Professionalism, diplomacy, and cultural awareness.

·   Valid driver’s license and reliable vehicle.

·   Willingness to take direction and work independently.

What we offer

We operate in a flat organizational structure. All staff are self-directed, working collaboratively to meet deadlines in a fun, spirited and head-down-focused, kind of way. Transparency is one of our culture pieces that we work hard to maintain. Conversations and meetings are open for anyone to join or listen to the recording if you are interested.

We work towards the objectives and guidelines of our physician leadership developed strategic plan, with a high degree of freedom to figure out how to achieve together with our staff team. We offer opportunities for professional development, personal growth, development, and skill building. The following is our perk list:

Paying fairly is important to us. Being equitable to our current staff team is equally important to us. We have a wide pay range that represents where you will start if you have low to no Division, non-profit or similar job equivalent experience. 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.

We support volunteering.  You will have the opportunity to volunteer to support the Maple Ridge and Pitt Meadows communities with our team or individually.

Work with meaning and purpose with an amazing group of passionate, supportive, and talented people, that we call our Division Family. Together, we make staff development a priority whether it is teamwork building, education, recognizing something awesome you contributed or celebrating your work anniversary. 

Working conditions

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. In exchange, the Division supports your work life schedule with returned flexibility along with team support.   Travel will be necessary across the Maple Ridge and Pitt Meadows region and reliable transportation is required.

We’re a team that loves to celebrate and truly feels like a family. Sharing ideas, laughing together, and supporting one another is part of our everyday vibe. You’ll notice plenty of whiteboards around because we’re always planning, learning, and adapting. Growth matters to us—whether it’s skilling up, trying something new, or encouraging each other to stretch beyond comfort zones.

Community is close to our hearts, so don’t be surprised if we rally together for volunteer work with seniors or organize food bank collections. We also believe in breaking up the workweek with occasional surprise fun—think team afternoon tea, or even a scavenger hunt. Health and wellness are big priorities too, so you might find yourself in a walk-and-talk meeting or joining a surprise Zumba class during the day.

Expect a workplace that’s dynamic, supportive, and full of energy—where we work hard, laugh often, and never stop growing.