Administrative Associate

Written By PORTICO Web Editor

One Church, One Message, Many Expressions
www.porticocanada.ca 

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Location: 1814 Barbertown Road, Mississauga, Ontario, L5M 2M5
Position Type: Full Time (37.5 hours a week)
Schedule: Tuesdays and Thursdays, 8:30 am-4:30 pm & Sundays, 8 am-4 pm
Salary: $45,000-$50,000 (commensurate with education, experience, and qualifications)

Start Date: January 6, 2026

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 SERVE HelpDesk, CONNECT HelpDesk and is responsible for maintaining volunteer compliance tracking. 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

Responsible for Guest Services tasks on Sundays

  1. Manage iPad deployment - set up, tear down and troubleshoot (iPads, printers, kiosks).

  2. Take responsibility for notifying and preparing the backup team in advance of any Sunday absences to ensure seamless coverage and continuity of duties.

  3. Represent and staff the SERVE Help Desk on Sundays, providing clear guidance and first-level support to Ministry Partners and attendees. Be available on Sundays to support Ministry Partners by responding to inquiries, assisting with the completion of required forms, and helping identify and track completion of SERVE-related requirements.

  4. Manage book sales on Sundays, including setup, sales transactions, and reconciliation as required.

  5. Provide support with hospitality-related tasks on Sundays, as needed, in collaboration with the Administrative Associate, Hospitality.

  6. Provide flexible support by filling gaps in other operational support areas, as required, to ensure smooth Sunday operations.

Monitor and manage the SERVE HelpDesk and email inbox (serve@porticocanada.ca).

  1. Use Salesforce CRM Serve Opportunity and Opportunity Stages to track Ministry Partners and Staff and their timely renewals.

  2. Oversee, manage and record data related to Plan to Protect Training, Online Screening Platform, Forms, Communication with Stakeholders, Tasks etc.

  3. Support in the area of SERVE Help Desk–approve Ministry Partners in Planning Center (PCO) People, Services and block out inactive Ministry Partners.

  4. Assist with Portico Quarterly Plan to Protect Compliance Report and other reports as needed.

  5. Respond to and resolve SERVE support tickets promptly, ensuring clear communication and effective issue resolution.

  6. Assist with SERVE HelpDesk document retention and electronic document retention of all other Plan to Protect documents relating to annual registrations, attendance (kids, youth, adults), visitors, event permission forms, etc.

  7. Design and produce departmental reports to improve the presentation, interpretation, and strategic use of data.

Support Portico’s Lead Management, Nurturing and Engagement workflows across multiple campuses:

  1. Monitor and manage the CONNECT HelpDesk and email inbox (connect@porticocanada.ca).

  2. Manage lead data from the Baby Dedication, CONNECT With Us, Water Baptism, Growth Group, I am New, Said Yes to Jesus, Email Subscription and other intake forms.

  3. Identify and nurture newcomers engaging through Rightnow Media, Event Platforms and other online platforms.

  4. Facilitate the newcomers' follow up process administratively.

  5. Support lead nurturing campaigns and other campaigns as assigned by your supervisor. Ensure that leads are integrating with Salesforce with the corresponding lead source and data is validated on a regular basis.

Data Management, Validation and Retention:

  1. Monitor, validate, and maintain the accuracy of data across Salesforce (SFDC) and Planning Center Online (PCO), including contact information, newcomer leads, Parental Consent Forms, Grade updates and ministry-related records.

  2. Conduct weekly audits of the Salesforce database and Planning Centre to identify and resolve data entry errors, inconsistencies, or incomplete records.

  3. Troubleshoot and correct system-generated errors or integration issues affecting data accuracy and functionality. Review Raw Form Data on a weekly basis and resolve errors.

  4. Collaborate with users and relevant departments to investigate and resolve recurring data issues, providing support and training where necessary.

  5. Maintain data integrity by applying updates, running deduplication processes, and enforcing established data standards.

  6. Document common errors and develop knowledge base materials to support consistent troubleshooting practices and process improvements.

  7. Update and maintain contact records, including addresses, phone numbers, and other required fields; conduct timely follow-ups with newcomers via phone and/or email to collect missing information and accurately convert leads into contact records.

  8. Maintain data integrity between SFDC and PCO by ensuring consistent and accurate synchronization of records, with particular attention to Children and Youth Ministries data, parental consent status, and alignment between child and adult records.

Forms Management and Creation:

  1. Create and update forms as needed or assigned by your supervisor, employing the form platforms available.

  2. Manage auto-responders from form submissions and email notifications to lead staff.

  3. Schedule form platform audit and cleanup on a regular basis.

  4. Generate analytics reports in forms management platforms.

Assist the Training HelpDesk:

  1. Create training documents and manuals for your department and area of service.

  2. Provide training on Salesforce and Planning Center to new and existing staff based on organizational needs.

  3. Send out required training links to new and existing staff during onboarding and renewal periods, including—but not limited to—Fire Safety, Accessibility (AODA), and other required compliance training, and update the database to reflect training status and completion dates.

Fulfill administrator functions for Planning Centre Online platform. Services app management with Plans & Teams set up; and Check-Ins management with Events & Locations & Kiosk set ups.

Manage all Office Admin Ministry Partners – Recruitment, Screening and Ongoing support.

Secondary for all Event HelpDesk tasks.

Back Up phone coverage and front desk iPad management as needed.

Responsible for managing and updating data on the Attendance list in ClickUp.

Perform other duties and manage projects 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 a degree program or its equivalent.

  • Minimum of three (3) years administration support experience.

  • Demonstrated ability to maintain high levels of accuracy when entering, auditing, and validating data across multiple systems.

  • Comfortable working within databases and integrated platforms (e.g., CRM systems), with the ability to troubleshoot basic system and data issues.

  • Willingness to respond to changing priorities, fill operational gaps as needed, and proactively address issues before they escalate.

  • Able to do administrative work, but also passionately committed to training & empowering others to volunteer in the area of Office Admin.

  • Demonstrated ability to grow this vital ministry in effectiveness and quality.

  • Spiritual gift of administration.

  • Maintains a personal, vibrant relationship with Jesus Christ as Lord and Saviour.

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.

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.

To apply for this job, please submit the job application: portico.cc/job-application.

PORTICO Web Editor