Administrative Assistant

Westheights Community Church | Kitchener, Ontario

Westheights Community Church is a vibrant community church located on the west side of the City of Kitchener. The church was planted in the late 1970s when a group of people with a desire to reach out to a rapidly growing area of the city began meeting. Since then, the Westheights story has been one of growth and innovation as the congregation strives to be a contemporary Anabaptist expression of the Kingdom of God in Kitchener-Waterloo.

Position Summary

The Administrative Assistant provides operational and administrative support that helps the ministry of Westheights Community Church run smoothly and effectively. This role serves as a central point of coordination for church communications, office administration, records management, scheduling, and congregational support. The Administrative Assistant works collaboratively with staff, volunteers, and congregants to create welcoming systems and experiences that strengthen the church's mission and ministry.

Role Type: Part-Time

Recommended Hours: 24 hours/week

Schedule: To be determined. Includes weekly office hours, availability for weekly staff meetings and occasional evening meetings as required.

Sunday Requirement: Sunday attendance is not a work expectation; however, occasional Sunday presence for special events and administrative support as needed.

Key Responsibilities

1. Church Administration

1. Serve as the primary point of contact for general church inquiries, responding to emails, phone calls, and visitors in a professional, welcoming, and timely manner.
2. Act as the primary Administrator of the Rental Policy; manage facility requests, keys, and system training.



Support the Facilities Coordinator.
3. Maintain church records and databases, including Westheights Protection Plan, membership information, attendance records, volunteer records, and contact information.
4. Coordinate calendars, room bookings, and facility use requests to ensure effective use of church spaces.
5. Prepare and distribute meeting agendas, minutes, reports, and other administrative documents as requested.
6. Support staff with scheduling, correspondence, filing, and administrative tasks.
7. Maintain office supplies, equipment, and administrative systems to ensure effective operations.
8. Develop and maintain organized digital filing systems and administrative procedures.

2. Communications & Congregational Support

1. Coordinate weekly church communications, including newsletters, announcements, email updates, and website content.
2. Prepare and distribute Sunday morning communication materials, slides, and special event information.
3. Assist ministry leaders with promotional materials and communication plans for church events and programs.
4. Ensure accurate and consistent information is communicated to congregants through a variety of platforms.
5. Support newcomers by coordinating follow-up communication and maintaining visitor information.
6.



Help cultivate a welcoming and responsive communication culture that reflects the values of the church.

3. Financial & Records Administration

1. Assist the financial team with administrative tasks, as required.
2. Support the Lead Pastor and designated finance volunteers with administrative tasks related to budgeting, expense tracking, and financial reporting.
3. Maintain confidential personnel and financial records with integrity and discretion.
4. Process invoices, reimbursements, and routine financial paperwork as directed.
5. Assist with annual reporting and documentation requirements for denominational and regulatory needs.

4. Event & Ministry Support

1. Provide administrative support to staff-led ministries by assisting with planning, coordination, and execution of ministry initiatives as needed. This includes helping manage project timelines, coordinating bulk communications, overseeing print production, and providing logistical support for ministry events throughout the year.
2. Coordinate registrations, communications, and logistical details for conferences, workshops, and special events.
3. Assist ministry staff in recruiting, onboarding, and tracking volunteers.
4. Support church-wide projects and seasonal activities, including Christmas, Easter, summer programming, and community outreach initiatives.
5. Collaborate with staff and volunteers to ensure administrative processes help ministries flourish.

Qualifications & Core Competencies

- Organizational Excellence: Exceptional attention to detail and the ability to manage multiple priorities, projects, and deadlines.
- Hospitality Mindset: Naturally welcoming and relational,

📌 Administrative Assistant (Kitchener)
🏢 Westheights Community Church
📍 Kitchener