Administrative Assistant
Hours of Work
20 hours per week/Mon.to Fri.

Onsite – Kitchener
Salary: $30 – $35 per hour
Reports To:
Office Manager

Position Mandate:
This role primarily provides administrative support to the Eastern Synod scholarship committee, the Eastern Synod staff & Officers, Directors, pastors, Area Ministry Deans as required, and for CHARITUS as needed. Co-supports reception/phone duties. Maintains and monitors office supplies & equipment. Maintains positive relationships with internal staff and external contacts.

Work Context:
Works in a close team environment with other support office staff to ensure effective functioning of the Eastern Synod office. Operates in accordance with the Eastern Synod constitution and policies.

Key Position Functions & Outcomes:
Assistance to the Scholarship Committee:

Creates Scholarship application packages and an online application form

Creates and tracks all information received through Jotform

Maintains contact with applicants and ensures all information and proper documentation are received

Creates a spreadsheet for the committee to summarize all student applications

Creates a chart for Financial Dept. to track applicant information regarding T4A

Assists Scholarship Committee where needed

General Assistance:

Retreat & Conference assistance for retreats (including creation of promotional materials, coordination with retreat director(s)/presenter(s) to arrange lodging, meals, and other items as required; tracking registration and income; ensuring that deposits and invoices are paid on time.

Book hotel for local accommodation bookings (ensure rates are reduced & current)

Assist with various convention preparations (i.e., Synod Assembly) and provide office support at convention

Assist with meeting preparations for all program staff

Maintain Pulpit Supply list as approved by Bishop





Order and maintain inventory control of office supplies and printed supplies

Maintain synod office calendar including meeting room bookings

Maintain synod databases and prepare reports as required

Ensure that the Personnel Manual and Financial Policies Manual are maintained and updated as requested.

Collect, sort, distribute and prepare mail, messages and courier deliveries

Reception Coverage (telephones/walk-ins/meetings)

Assist Deans as required

Assist in maintaining the office filing system both electronically and in hard copy.

Backup to the Office Manager

Responsible for tracking all Insurance certificates associated with the Eastern Synod

Other duties as assigned

Assistance to Charitus:

Provide administrative support as needed

Maintain files and online charts for CHARITUS

Prepare income tax receipts

Handle correspondence and direct accordingly

Other duties as assigned

Competencies & Qualifications

3 years’ experience in an administrative role

Excellent interpersonal skills and customer service orientation; demonstrate a friendly, co-operative and supportive professional attitude

Able to exhibit flexibility in handling interruptions

Excellent written and oral communication skills

Good listening skills, sensitivity and the ability to maintain discretion and confidentiality

Computer literacy- Windows 11; Microsoft Office (Word, Excel, Power Point); E-mail (Gmail); Internet proficiency; Office 365

Multi-line telephone system with voicemail

Strong attention to detail; focus on accuracy and efficiency

Team player, willing to pitch in and support colleagues

Ability to be certified in First Aid and Health & Safety, if required

Organized and accurate performance; high-quality standards

Working Environment
The office is a shared space and can be busy. Excellent organizational, time, and stress management skills are needed to complete the required tasks in this front-line position.

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📌 Administrative Assistant (Ontario)
🏢 Eastern Synod of Evangelical Lutheran Church in Canada
📍 Ontario