Office and Communications Administrator

About the Organization

The organization is a faith community rooted in belief in a triune, humble, creative, and relational God of grace who loves the broken world. It aims to nurture holistic followers of Jesus who embrace God, care for one another and neighbors, share God's story, and demonstrate God's love. The community is located in Willowdale, North York, Ontario.

Role Purpose and Mission

This role supports the church's mission to embody and grow its core Christian values as a discipleship community.

Responsibilities

• Manage office administration and provide administrative assistance to the pastoral and leadership teams (Deacons and Elders) as needed.
• Handle front desk hospitality including answering emails, phone calls, and welcoming walk-ins from general inquiries, congregants, and service personnel.
• Attend weekly Pastoral Team meetings, take minutes, track assigned action items, and oversee planning timelines.
• Maintain the Master Calendar for scheduling, communication timelines, bookings, and parking registrations.
• Organize and manage digital files stored on servers and cloud platforms such as Google Docs, including email group management.
• Collect and input data from Welcome/Connection Cards.
• Troubleshoot IT issues and support pastoral team members with IT and printer-related needs.
• Monitor inventory and procure office supplies including paper and toner, and arrange servicing of office equipment.
• Manage incoming postal mail.
• Prepare and oversee related budget lines including rental projections during annual budgeting and support the Finance team with expense processing and administrative tasks.
• Assist with general building upkeep tasks in the absence of a dedicated building manager, including minor cleaning and organizational tasks.
• Prepare media resources such as ProPresenter slides, PowerPoint presentations, and Song Sheets for Sunday morning worship services in consultation with responsible pastors.
• Create announcement slides and review Sunday announcement scripts to ensure accuracy.
• Send reminders regarding service commitments, meetings, and deadlines.
• Maintain the church's online communications by updating weekly emails, website content, YouTube channels, and social media platforms.
• Gather, prepare, and print materials like Annual Reports, welcome publications, and other documentation.
• Manage property-related bookings and rentals by coordinating with partner organizations, handling rental requests, facilitating orientation and facility agreements, managing access (locking/unlocking, climate control), and checking rental spaces for damages.
• Oversee parking administration including issuing passes, managing parking contracts, inspecting the parking lot, coordinating with Parking Control for ticketing, and tracking rental and parking deposits.

Qualifications

• Minimum requirement is a high school diploma or an equivalent credential.
• Previous experience in office administration and communications is preferred.

Preferred Skills and Competencies

• Relational Skills: Excellent verbal and written communication abilities including grammar, editing, and email proficiency.
• Strong interpersonal skills with a warm and welcoming approach.
• Capacity to interact positively with diverse personalities and maintain confidentiality.
• Ability to collaborate effectively with the pastoral team and engage in team discussions on projects.
• Commitment to participate regularly in worship and embrace the organization's values.
• Technical Skills: Exceptional administrative skills with attention to detail and organizational ability.
• Proactive problem-solving, resourcefulness, and ability to manage multiple ongoing projects and interruptions.
• Willingness and aptitude to learn and use specific software applications such as ProPresenter, Canva, Adobe Acrobat, and Adobe Photoshop/Illustrator.