Administrative Assistant Part Time NEW

Fairview Presbyterian Church

Administrative Assistant

This role description is also available here.

About the Role:

Our small and evolving church in Vancouver is seeking a dynamic and adaptable individual to support us as Administrative Assistant. This is a unique opportunity to provide essential administrative and operational support to our minister and church leaders during our time of transition and growth. Our vision as a church to see “Lives transformed by the love of Jesus” and our mission to “Know Jesus and share his love”. As we embark on this new direction, we require a flexible and capable individual to assist in various administrative tasks, ensuring the smooth running of our ministry.

Key Responsibilities:

The following responsibilities describe the role in 2026 and may be revised and updated periodically.

1. Worship Support (remote or onsite):
   • Compile and prepare orders of service (agendas for worship services) based on information provided by the minister and other leaders.
   • Compile service presentations (currently PowerPoint) with lyrics, scripture readings, sermon visuals, and other relevant content, using church templates.
   • Collaborate with the minister and leaders to format creative materials, including slides, handouts, and other resources.
   • Coordinate and communicate volunteer rosters, confirming participation and ensuring coverage.
2. Administrative and Operational Support (remote or onsite):
   • Monitor and manage church email, telephone, and voicemail communications, as well as website inquiries.
   • Prepare and distribute regular (currently bi-weekly) newsletters and other occasional congregational communications by email using provided templates and content.
   • Manage a booking system for the use of building facilities and assets, including receiving requests, obtaining approvals, communicating with users, and maintaining and publishing an online calendar.
   • Coordinate online meetings using Zoom or other online meeting services.
   • Maintain the church directory and mass email lists, all while coordinating with members and leaders, and respecting confidentiality.
   • Maintain and update databases, including key holder lists, copyright reporting, music usage tracking, volunteer qualifications and requirements (“Leading With Care”), etc.
   • Maintain and update online media including the church’s website.
   • Demonstrate initiative, and provide insight and advice on improving workflows, workspace, collaboration, and overall effectiveness of the role.
3. Onsite Responsibilities:

• The job includes onsite responsibilities listed below. Some of these may transition to be remote, however some are likely to remain onsite for the foreseeable future.

1. Weekly:
   • Print, copy, prepare and compile materials for use in worship, as directed by leaders. (This may change as technology or staff roles change.)
2. Periodically:
   • Support church leaders in preparing for programs, events and other activities, including developing, typing, printing, copying, preparing, compiling and filing materials.
   • Monitor and receive requests, check and maintain equipment and supplies (e.g. restock toner and paper, restock pew racks), order necessary supplies (e.g. photocopier, pew cards, washroom supplies, light bulbs, and kitchen supplies), and obtain minor items (e.g. get keys cut).
   • Support site visits by tradespeople and other users of the building.

Requirements:

1. Demonstrated understanding and respect for the values and principles of a Christian faith community and ability to work sensitively and respectfully within a faith-based environment.
2. A personable, service-oriented attitude with excellent interpersonal relations and communication skills.
3. Demonstrated insight with respect to presentation and graphical layout, and attention to clarity of message, detail, accuracy, and adherence to graphical standards.
4. Demonstrated moderate or advanced creativity in developing visually appealing materials, particularly in PowerPoint, Canva, and print.
5. Demonstrated competence and comfort creating content, working with, learning and managing workflows using:
   • Standard office software to a moderate level including Microsoft PowerPoint, Word and Excel.
   • Online services, applications, databases, forms, graphical programs, etc. (e.g. MailChimp, Canva, etc.)
   • Cloud storage (examples include Microsoft OneDrive, Datto Workplace, Google Drive, Dropbox, etc.) and collaboration services (examples include Zoom, Teams, etc.).
   • Other computerized applications, including specialized church systems (e.g. PowerChurch).
   • Making appropriate and sensitive use of emerging technology including generative AI (if requested).
   • Flexibility to coordinate with the minister and others throughout the week and typically including evening and Saturday communication for service preparation.
6. Demonstrated competence working effectively in a team and adapting to a dynamic environment.
7. Demonstrated commitment to maintaining confidentiality in interpersonal communication and using technology tools.
8. Strong organizational and time management skills.
9. For remote work, a reliable high-speed internet connection. We will provide you with a desktop computer at the church, or you may use your own personal computer with appropriate safeguards.

Terms:

• The role is for eight (8) hours weekly of which approximately two (2) hours would be onsite. The scope, hours and onsite requirements will be reviewed periodically as the church’s needs change, including level of congregational activities, level of inter-church or neighbourhood involvement by the minister, roles of other staff and leaders, changing technology, etc.
• Scheduling is flexible (see above) with some designated hours to be decided mutually, and limited weekend hours.
• If the successful candidate is not already familiar with Fairview Church’s community and worship practices, they are expected to attend worship services twice within the first six weeks of hiring, and twice a year thereafter, such as special services. Attendance at these services will be considered paid work for three hours each time.
• Compensation is $25.50/hour

The role includes three weeks of paid vacation annually. For clarity, a week of vacation is 8 hours, so the entitlement is 24 hours, per year.

To Apply:

Please submit your application to [email protected]. Please be sure to include:

• Your resume and a cover letter outlining your relevant experience, availability and preferences for hybrid or onsite work.
• An example of relevant work product you have created using each of PowerPoint and Word, and any other samples that reveal creativity and attention to detail.
• Confirmation that you have a suitable computer system if you select hybrid work.