Administration Coordinator

Position Summary

Full-time, permanent (37.5 hours per week)

Reports to the Office & Events Manager

Salary: $60,000 to $65,000 per year

Benefits: Extended health & dental, pension plan match, healthy vacation allotment, professional development opportunities

Some travel within Canada may be required

Typical hours are Monday to Friday 9am to 4:30pm, however some evening and weekend work may be required to support events and meetings. This role is hybrid (blend of remote and in office work), with the expectation that the successful candidate can be on site at our Vancouver office at least 2 days per week.

The Administration Coordinator plays a critical role in ensuring the smooth operation of the organization by providing administrative support to the staff team, committees and board of directors. This role requires proactivity, exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative & Office Support:

• Serve as the primary point of contact for the organization, managing incoming communications and ensuring timely, professional responses or referrals.
• Manage organizational calendars and scheduling for leadership staff, committees, and Board meetings.
• Lead the organization’s use of Asana by creating and managing projects, ensuring alignment with goals, accurate progress tracking and reporting.
• Provide administrative support to the staff team, including scheduling, correspondence, tech access, and general office coordination.
• Maintain organized filing systems, ensuring compliance with record-keeping policies.
• Assist in drafting, formatting, and proofreading documents, reports, and presentations.
• Support the Office & Events Manager on purchasing, payments, and expenses.

Board & Meeting Coordination:

• Schedule and coordinate meetings for the staff team, Board of Directors, and committees, ensuring seamless logistics across virtual needs, in person venues, catering, accommodation and travel as necessary.
• Prepare and distribute meeting agendas, minutes, and relevant materials.
• Attend meetings to take accurate minutes and track action items.
• Support board governance processes by maintaining records, policies, and committee documentation.
• Track board and committee member time and expenses for compensation reimbursements.

Database & Records Management:

• Maintain organizational databases and contact lists.
• Ensure data accuracy and integrity for reporting and compliance purposes.
• Organize and track key deadlines, documents, and agreements.

Reporting & Presentation Preparation:

• Compile and analyze data for reports, presentations, and briefings.
• Prepare PowerPoint presentations and documents for internal and external stakeholders.

Qualifications & Skills

• 3+ years of experience in an administrative role supporting leadership in a professional or not for profit setting.
• Post-secondary education in administration, or a related field an asset.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, Asana and SalesForce.
• Proactive problem-solving skills and the ability to work independently.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to handle sensitive information with discretion and professionalism.
• Experience supporting boards, committees or governance structures is an asset.

How to apply:

Please email your cover letter and resume in one pdf document to office@bccfp.bc.ca by 8am on September 19th, 2025 - we thank all who apply, but only candidates selected for an interview will be contacted.

At the BC College of Family Physicians, our work is guided by leadership, equity, cultural safety, and integrity. We strive to create a workplace where diverse perspectives, lived experiences, and non-traditional career paths are valued and respected. We welcome applications from all qualified individuals, including those who may not see themselves reflected in every qualification listed.

We are committed to equitable recruitment practices and will provide accommodations at any stage of the hiring process. If you require adjustments to participate fully, please contact us at office@bccfp.bc.ca and we will work with you to ensure an inclusive and barrier-free experience.