Administrative AssistantHours of Work20 hours per week/Mon.To Fri.Onsite – KitchenerSalary: $30 – $35 per hourReports To:Office ManagerPosition 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 workplace with other support office staff to ensure efficient 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 formCreates and tracks all information received through JotformMaintains contact with applicants and ensures all information and proper documentation are receivedCreates a spreadsheet for the committee to summarize all student applicationsCreates a chart for Financial Dept. to track applicant information regarding T4AAssists Scholarship Committee where neededGeneral 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 conventionAssist with meeting preparations for all program staffMaintain Pulpit Supply list as approved by BishopOrder and maintain inventory control of office supplies and printed suppliesMaintain synod office calendar including meeting room bookingsMaintain synod databases and prepare reports as requiredEnsure that the Personnel Manual and Financial Policies Manual are maintained and updated as requested.Collect, sort, distribute and prepare mail, messages and courier deliveriesReception Coverage (telephones/walk-ins/meetings)Assist Deans as requiredAssist in maintaining the office filing system both electronically and in hard copy.Backup to the Office ManagerResponsible for tracking all Insurance certificates associated with the Eastern SynodOther duties as assignedAssistance to Charitus:Provide administrative support as neededMaintain files and online charts for CHARITUSPrepare income tax receiptsHandle correspondence and direct accordinglyOther duties as assignedCompetencies & Qualifications3 years' experience in an administrative roleExcellent interpersonal skills and customer service orientation; demonstrate a friendly,co-operative and supportive professional attitudeAble to exhibit flexibility in handling interruptionsExcellent written and oral communication skillsGood listening skills, sensitivity and the ability to maintain discretion and confidentialityComputer literacy- Windows 11; Microsoft Office (Word,Excel, Power Point); E-mail (Gmail); Internet proficiency; Office 365Multi-line telephone system with voicemailStrong attention to detail; focus on accuracy and efficiencyTeam player, willing to pitch in and support colleaguesAbility to be certified in First Aid and Health & Safety, if requiredOrganized and accurate performance; high-quality standardsWorking EnvironmentThe 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.

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