Purpose of Role The Administrative Assistant is responsible for reception, a variety of tasks as determined by the Administrative Director, and is responsible for coordinating the use of rooms, equipment, and rentals for all campuses. He/she should have a love for helping people, be an enthusiastic qualified, and be able to build relationships with pastors, staff, and volunteers.

Responsible for, but not limited to:

Reception (30%)

- Managing the office email, phone calls, assisting the public and volunteers, and physical reception space

- Managing incoming and outgoing mail; fax, scan, and copy documents

- Maintaining phone system and user accounts

- Ordering and managing of supplies (ministry, office, printer, hospitality)

Ministry Support (15%)

- Administrative tasks as requested by volunteers and staff

- Creating and maintaining room and resource bookings, registrations, course website listings (ie. alpha.org)

- Coordinating and executing memorial services

- Training volunteers and staff on office machines and procedures, managing ministry attendance records and train volunteers to use tracking systems and check-in platforms

Database, Systems & Policy (5%)

- Data entry; checking source documents for accuracy, verifying data and correcting data where necessary, obtaining further information for incomplete documents

- Facilitating workflows and data entry for memberships, baptisms, and child dedications, criminal record checks

Calendaring (20%)

- Managing all calendar bookings

- Coordinating the building for ministry and community use, planning best allocation and utilization of space and resources, receiving, managing bookings, deal with outside caterers

- Ministry liaison for utilization of church items and programs (check-ins,



digital sign board, requesting technicians, etc.)

Rentals (30%)

- Managing Township and School District bookings for NLCC campuses

- Booking and coordinating admin aspects of exterior rentals (i.e.. Staff Retreat)

- Adhering to rental policies and procedures, for external booking requests

- Managing rental requests, determining feasibility, and arranging tech, set-up or other aspects

- Facility Host when used by community group rentals during office hours

- Facility rental estimate and invoice entry and reconciliation (billing of long-term leases)

QUALIFICATIONS AND EXPECTATIONS

Faith and Character

- Spiritually mature and growing in discipleship to Jesus. Attendance at NLCC expected and membership encouraged within the first year of employment, in addition to adherence to the MB Statement of Faith.

Interpersonal Skills

- Excellent interpersonal and communication skills, in person, by phone and in writing through email

- Ability to collaborate with a team and contribute to team meetings

Organizational Skills

- Good organization and problem-solving skills with attention to detail and knowledge of church calendar

- Ability to discern work priorities and meet deadlines with little supervision.

- Ability to maintain workflow and assist with staff and volunteer needs with a variety of interruptions.

- Ability to anticipate ministry needs, as to building usage.

- Ability to learn and anticipate needs for office equipment

Preferred Skills

- Good working knowledge of Microsoft Word, Excel, Outlook and Sharepoint.

- Able to learn dedicated and / or complicated software for various systems and tasks.

- Pursue personal development of skills and knowledge necessary for the effective performance of the role.

📌 Administrative Assistant (Langley)
🏢 North Langley Community Church
📍 Langley