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)
Schedule: Tuesdays and Thursdays, 8:30 am-4:30 pm & Sundays, 8 am-4 pm
Salary: $45,000-$5,000 (commensurate with education, experience, and qualifications)
Start Date: July 20, 2025
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 INFO HelpDesk, Reception Desk and Hospitality Department. The role encompasses 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
Reception and INFO HelpDesk: Management, Administration and Coordination
The Administrative Associate holds a pivotal role in providing comprehensive administrative spport and excellent customer service as the first point of contact in person and on the phone for guests, visitors, Ministry Partners and vendors. Serving as the primary liaison between PORTICO Ministries and Departments, the focus is on ensuring the seamless execution of daily tasks through efficient coordination, communication and meticulous attention to detail.
Monitor and manage the Info@porticocanada.ca email and Reception desk
a. Provide information via email, related to PORTICO including general inquiries, event details, registration information, completing forms, directing callers to the correct forms
b. Receive deliveries and mail
c. Receive visitors including MPs, service people and other guests
d. Ensure the front desk iPad is in good working order for Daily Check-Ins
e. Create and maintain a desk procedure
f. Ensure there is in person coverage for the reception desk during office hours
g. Manage the Daily Check-in list and make updates as needed
h. Fulfill responsibilities related to employee onboarding specific to their area of oversight
Phone call handling
a. Provide information to callers related to Portico including general inquiries, event details, registration information, completing forms, directing callers to the correct forms
b. Direct incoming calls and voicemails received on the Portico main line to the correct individuals
c. Direct those calling or visiting for prayer to the pastor on call for the day
d. Update and maintain Staff Extension list
Pastor on Call phone set up
a. Weekly Emergency Pastor On Call Phone Set Up
b. Update and maintain Pastor on Call list
Facilitate with Newcomers Lead Source – Personal Follow-Up
a. I’m New form submissions
b. Kids Ministry and Youth Ministry Newcomers
c. Newcomers through Event Registration Platform
d. New Contributors
e. RightNow Media Sign Ups
f. Parental Consent Forms
Facilitate with Data & Document Retention – Prepare and Name the following documents as per the Document Retention procedure:
a. Parental Consent Forms
b. Children Ministries Waivers (eSignature validation)
c. Youth Ministries Waivers (eSignature validation)
d. Water Baptism certificates
e. Baby Dedication certificates
Create and email Water Baptism certificates as tasked in Salesforce and ClickUp
Data Entry and Validation
a. Update Salesforce contact information including addresses, phone numbers, etc.
b. Update Planning Centre contact information including addresses, phone numbers, etc.
c. Maintain and update newcomer lead information in the database by conducting timely follow-ups via phone and/or email to collect contact details such as address and other relevant information, and accurately convert leads into contact records
d. Responsible for the integrity of data across Salesforce and Planning Centre
Maintain data integrity between Planning Centre (PCO) & Salesforce (SFDC)
a. Children Ministries Data Entry & Profile Updates on an ongoing basis
b. Youth Ministries Data Entry & profile Updates on an ongoing basis
c. Compare ‘child’ records in Salesforce with ‘child’ records in Planning Centre to ensure Parental Consent status and details match and there are no records in PCO that are not in Salesforce
d. Compare ‘adult’ records in Salesforce with ‘adult’ records in Planning Centre to ensure details match such as names, email addresses, phone numbers
Workroom and Supplies
a. Monitor the level of office supplies and order as needed
b. Order printer paper, toner and printer supplies as needed
c. Monitor workroom equipment and notify the Facilities Director of any issues
d. Create mail folders for new staff
Gift Baskets
a. Order gift baskets for the family and/or friends of deceased individuals as assigned on ClickUp via the Prayer Request list or requested by Pastoral Care
b. Complete the purchase order form and send the invoices to Finance
Facilitate with printing
a. For events as specified on the Event Design Form and as requested
b. Preparation of promotional material, workbooks including printing, laminating and binding
c. T-shirts
d. Baby Dedication Certificates
e. Outside print orders for Portico
Oversee and Manage Hospitality Ministry
Responsible for the full execution of hospitality-related duties, including grocery shopping, food preparation, service, and cleanup.
Plan and assist with Hospitality (grocery orders/shopping, meal planning, meal prep and coordination with MPs) to cover:
a. Sunday morning - grocery orders, setup, clean up, MP scheduling (Sunday congregation coffee, Volunteer Food Station, Special events)
b. INSPIRE
c. Ministry Partner Appreciation
d. All staff events, meetings and special events
e. Maintain inventory of food and supplies for hospitality purposes
f. Mid-week programs including GROW Nights
g. Annual Business meeting
h. Plan and prepare meals, place grocery orders, and/or shop for food and supplies
as needed
i. Recruit, train and schedule Hospitality Ministry Partners
j. Set up, serve, and clean up for all hospitality events and programs
Food Orders and Staff Kitchen
a. Maintain an updated inventory of food, kitchen supplies, and hospitality resources
b. Order groceries including COSTCO food orders
c. Receive, unpack, and organize food and supply deliveries
d. Ensure the staff kitchen and fridge are clean and organized
Other Tasks Include:
Expense Reports
Storage clean up in your respective area, including Level I workroom
Annual Asset Inventory for your department
Ensure Plan to Protect compliance for your area of ministry
Perform other duties 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
Maintains a personal, vibrant relationship with Jesus Christ as Lord and Saviour
Administration support training through an undergraduate diploma or degree program or its equivalent
Minimum of three (3) years administration support experience
Able to do administrative work, but also passionately committed to training & empowering others to volunteer and lead in PORTICO ministries
Demonstrated ability to grow this vital ministry in effectiveness and quality
Efficiently plans and executes tasks to meet event timelines and hospitality requirements
Comfortable with physical tasks such as shopping, lifting groceries, cooking, and cleaning up kitchen spaces
Demonstrates a welcoming, service-oriented attitude in preparing and serving food for various church events and programs
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.