Administrative Associate
One Church, One Message, Many Expressions
www.porticocanada.ca
Location: 1814 Barbertown Road, Mississauga, Ontario, L5M 2M5
Position Type: Full Time (37.5 hours a week), Fixed-Term Maternity Leave Contract
Schedule: Monday-Friday, 8:30 am-4:30 pm
Salary: $45,000-$50,000 (commensurate with education, experience, and qualifications)
Start Date: May 1, 2026
Contract End Date: December 31, 2027
Vacancy: This is a temporary position to cover the maternity leave of the current Administrative Associate.
PORTICO'S MINISTRY OVERVIEW
PORTICO Community Church is a Christian church, incorporated as a registered Canadian not-for-profit charity, affiliated with the Pentecostal Assemblies of Canada (PAOC), serving the Greater Toronto Area (GTA) with campuses located in Mississauga and Milton.
PORTICO's Senior Pastor, elected by the official members, reports to the Board of Elders on vision, direction, ministry and church operations. The Senior Pastor is empowered and monitored through policy governance for the hiring, management and care of all ministry staff and for the oversight of ministries, facilities and operational matters.
PORTICO’S MINISTRY OBJECTIVES
PORTICO Community Church is passionately committed to its mission, vision and core values as defined below:
PORTICO’S MISSION
“Helping people find their way back to God.”
PORTICO’S VISION
“One Church, One Message, Many Expressions.”
PORTICO’S CORE VALUES
“CONNECT with Christ and His family”
“GROW together in Christ likeness”
“SERVE Christ’s mission in the world.”
PORTICO’S ENDS
PORTICO strives to fulfill God’s purpose and design for His church as expressed through PORTICO’s stated ENDS.
We believe that because of PORTICO, people will Be Disciples who:
CONNECT with Christ and His Family Mathew 4:19 “Come...”
Mathew 11:28-30 “Come to me...”
GROW together in Christlikeness. Mathew 4:19-20 “...follow me...” Mathew 11:28-30 “...learn from me...”
SERVE Christ’s mission in the world.
Mathew 4:19-20 “...I will send you out...”
Mathew 28:19-20 “Go, and make disciples of all nations...”
And, there will be healthy, self-sustaining expressions of disciple-making communities that have capacity to reproduce themselves and are fully aligned with PORTICO’s Mission.
ADMINISTRATIVE ASSOCIATE
Reporting directly to the Director of Finance and Administration, the role of the Administrative Associate is to provide essential support to PORTICO’s Event HelpDesk, Growth Group Administration, Database Management and STM operations. The roleencompasses the responsibility of creating and maintaining efficient and effective administrative processes. The Administrative Associate’s attention to detail and organizational skills play a pivotal role in enhancing productivity and organizational efficiency, ultimately supporting the organization in achieving its objectives.
The Administrative Associate will have a firm grasp on the church’s mission, vision and strategy, and working in harmony with the pastoral team and ministry staff, will equip leaders and ministry partners to carry out PORTICO’S ENDs. To accomplish the expectations of this role, their emphasis will be given to building robust systems of relational and spiritual trust amongst all staff, ministry partners and church attendees, in order to ensure that the church is healthy, vibrant, and growing.
This role necessitates a leadership style that is servant-hearted and characterized by Christ-like attitudes. The leader must embrace a passion for individual spiritual development, exercise open and honest communication, be intentional in committing to initiating reconciliation & restoration when in disagreements, and express and maintain loyalty, confidentiality & support of the church leadership. Strong administrative and operational skills and experience, as well as a thorough understanding and commitment to working in a large church, multi-staff setting, will be critical for success in this role.
The Administrative Associate will be directly supervised by the Director of Finance and Administration, which includes but is not limited to: leadership support, goal setting, performance evaluation, mentoring and training.
KEY AREAS OF ACCOUNTABILITY
Event Management, Administration and Coordination
The Administrative Associate holds a pivotal role in providing comprehensive administrative support for all internal events, including weddings, funerals and external facility bookings. Serving as the primary liaison between event leads and PORTICO Ministries and Departments, the focus is on ensuring the seamless execution of events through efficient coordination, communication and meticulous attention to detail.
Manage the event@porticocanada.ca inbox, responding to inquiries effectively and promptly.
Provide information via email related to all events, facility, wedding and funeral inquiries.
Book staff meetings on theevent@porticocanada.ca calendar and send calendar invitations to new employees in a timely manner.
Manage all Event Design Form (EDF) submissions.
Utilize ClickUp (project management tool) for event management, coordination, assignment and communication with key stakeholders.
Update all Events on the Event Summary List on ClickUp to ensure the PORTICO calendar is updated and task assignments flow to the appropriate stakeholders.
Maintain and update the status of each event throughout its lifespan on ClickUp.
Proactively identify, communicate and resolve conflicts with events, keeping stakeholders informed of updates and changes received through the Event Change form, emails or other methods.
Maintain accuracy in ClickUp and Planning Centre Online (PCO) Calendars, ensuring synchronization.
Manage and monitor event-related lists in ClickUp.
Coordinate key Portico events like, Inspire, Foods of the World, Christmas Eve Services, Ladies Tea etc. by updating event project lists and assigning tasks in ClickUp.
Archive old events and add new ones expeditiously.
Create the Event Debrief Summary based on feedback received through the Event Debrief form and share this information weekly with the Executive Pastor.
Regularly review the website and App (Events page) to ensure accurate information and working registration links. Communicate errors to the Communications team.
Assist in the creation and updating of event related forms.
Manage all Facility Request Form submissions, updating external facility requests on the Facility Request list on ClickUp, following up with the Operations Team on approvals, and notifying requestors of approval and rejection via email. Proactively reach out to recurring rentals to collect updated Facility Forms and insurance documentation.
Manage all Wedding Request form submissions, adding them to the MasterWedding list on ClickUp, and booking facilities and resources for all approvedweddings on PCO Calendar.
Receive and review Funeral requests, adding them to the Facility list in ClickUp,and booking facilities and resources for all approved funerals on PCO Calendar.
Monitor and update the Facility Booking list in ClickUp, setting up all approvedinternal or external facility requests on PCO Calendar.
Book online meetings and webinars in Zoom as requested and provide login and meeting link details to requestors.
Set up registration for events using the appropriate platform and manageregistration details and event reports.
Coordinate all printing requiring an external printer, including obtaining quotes,sending print files, completing the purchase order, and arranging delivery.
Create training modules/material for your area of responsibility.
a. Event HelpDesk Training Manual
b. Managed Missions Training Manual
c. Zoom set up and management
d. Facility Booking Process
e. Event Registration Manual
f. Acuity Scheduling Manual
Facilitate and administrate Calendar Planning using the Planning list in ClickUp.Coordinate with staff to ensure correct information is provided and updated onthe Planning Calendar.
Ensure timely follow-ups with ministry leads to provide new Event Design Forms.
Diligently follow the Event HelpDesk procedure manual and ensure that all detailsand tasks outlined are thoroughly covered.
iPad Deployment
Maintain the iPad Deployment list in ClickUp, updating with checkout/in dates andresponsible individuals.
Verify the installation and login status of required apps on iPads designated forevents.
Ensure all iPads are charged and in optimal working condition at their designatedstations.
Account for all iPads signed out to ministries, ensuring proper tracking.
Manage the upkeep of the iPad charging cart.
Initiate the recall of iPads when updates are required.
Serve as a backup for Care Centre Administration and Coordination
Facilitate the intake, triage, assessment, and provision of referrals and support bycollaborating with internal and external partners.
Administer a confidential database, engage with stakeholders, and oversee intake files for the Care Team’s referrals.
Generate necessary reports as required.
Short Term Mission Administration
Provide administrative support for Short-Term Missions (STM).
Collaborate with the Associate Pastor of Serve and STM leads to ensureeffective coordination.
Serve as the platform administrator for the Managed Missions platform.
Set up new trips and oversee updates for existing trips as required.
Ensure the accuracy of information for all STMs in Managed Missions, includingupdated applications, tasks, documents, etc.
Conduct training for mission leads on the platform as needed.
Salesforce Database Management Tasks
Conduct weekly audits of the Salesforce database to identify and resolve data entry errors, inconsistencies, or incomplete records.
Troubleshoot and correct system-generated errors or integration issues affecting data accuracy and functionality.
Collaborate with users and relevant departments to investigate and resolve recurring data issues, providing support and training where necessary.
Maintain data integrity by applying updates, running deduplication processes, and enforcing established data standards.
Document common errors and develop knowledge base materials to support consistent troubleshooting practices and process improvements.
Other Administrative Tasks
Serve as a backup for the scheduling platform (Acuity) with a focus on creating scheduling workflows and updating schedules as needed. Serve as the primary point of contact for troubleshooting, promptly addressing any issues to ensure the smooth functionality of the scheduling platform.
Arrange flights, hotels, and other necessary items as required.
Maintain and update the Event HelpDesk section under Staff Resources in ClickUp.
Act as a secondary support on the administrative team, assisting with the following tasks:
a. Phone system
b. Event printing
c. Hospitality
d. T-shirt orders
e. Water baptism letters and certificates
f. Other outsourced print jobs
g. Workroom resources orders
Perform Salesforce and Planning Centre data entry and validation.
Support the Growth Group workflow by updating and validating Growth Group data in Salesforce and Planning Centre Groups.
Keep the Communications Department informed of snow day and other special event-related announcements.
Adhere to communications guidelines and naming conventions when setting up event registrations, email autoresponders, confirmation emails, etc.
Provide the Communications Team with a weekly list of upcoming events two weeks in advance for the Service Planning Meeting.
Provide supporting data as required for compliance reporting.
Fulfil other tasks as assigned by the Senior Pastor, Executive Pastor or your supervisor.
LEADERSHIP EXPECTATIONS
As a member of PORTICO’s central support staff, this role requires that you personally embrace, actively promote and support PORTICO’s mission, vision, core values and Ends within all expressions of the church community.
This position is often involved in sensitive situations and the individual may become aware of privileged information requiring sound judgment and discretion. Strict confidentiality must be maintained when dealing with the elder board, pastoral or congregational-related issues. A violation of confidentially is grounds for immediate dismissal.
LEADERSHIP COMPETENCIES AND QUALIFICATIONS
Administration support training through an undergraduate diploma or degree program or its equivalent.
Desirable to have 3-5 years of experience as an administrative assistant.
Strong proficiency in Microsoft Office Suite.
Ability to take initiative and work independently.
Ability to execute administrative tasks with a sense of urgency while maintaining a high level of service.
Ability to facilitate effective communication within the team.
Demonstrated ability to proactively problem-solve by anticipating needs and addressing potential issues before they arise.
Ability to handle change and willingness to be flexible and responsive to the evolving needs of the organization.
Maintains a personal, vibrant relationship with Jesus Christ as Lord and Saviour.
Spiritual gift of administration, shepherding and leadership. Understands and fulfills the biblical qualifications of leadership found in I Timothy 3:1-7 and Titus 1:5-9
The above-mentioned responsibilities are intended to describe the general nature of the work being performed by the person employed in this role. This is not intended to be an exhaustive list of all assigned responsibilities, skills, efforts or working conditions. PORTICO Community Church reserves the right to change, amend, delete or otherwise assign any and all duties, responsibilities and position titles as deemed necessary to meet the vision, mission and purposes of PORTICO Community Church.
To apply for this job, please submit the job application: portico.cc/job-application.
We thank all applicants, however, only those being considered for an interview will be contacted.
If selected to participate in the recruitment and selection process, please inform Human Resources at careers@porticocanada.ca of the nature of any accommodation(s) that you may require in respect of any material or processes used to ensure your equal participation.
Artificial Intelligence Disclosure
Portico Community Church does not use artificial intelligence tools to screen, assess, or select candidates as part of our hiring process.