Meeting Management Coordinator

Direct message the job poster from Ridge Meadows Division of Family Practice

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!

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.

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.

To improve physician satisfaction by having an organization that builds inclusive connections and partnerships to make meaningful health care change.

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.

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

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.

• 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…