Administrative Assistant

Organization: First Evangelical Free Church of Calgary (FEFC)

Location: 732 55 Ave SW Calgary, T2V 0G3

Tentative Start Date: October 6, 2025

Position Type: Full-time, Monday to Friday, 40 hours per week. From time to time, weekend hours may be required to support church programs and events. When this occurs, advance notice will be provided, and weekly hours will be adjusted to ensure a balanced 40-hour schedule.

About Us

First Evangelical Free Church is a Gospel-centred community shaped by devotion to God, His Word, and the fellowship of believers, with the mission of making disciples of Jesus Christ.

The Role

We are seeking a dedicated Administrative Assistant to support the pastors, ministry leaders, and the church body through excellent administrative service, hospitality, and organizational skills. This role is ideal for someone who is detail oriented, proactive, and passionate about serving God and His people in practical and strategic ways.

Key Responsibilities

1. Front Desk and Hospitality

  • Greet and assist visitors, members, and guests with warmth and professionalism.
  • Provide information about church services, programs, and events.

2. Pastoral and Leadership Support

  • Assist the Lead Pastor and Senior Associate Pastors with daily administrative duties, including managing calendars, meetings, and appointments.
  • Prepare reports, summaries, presentations, and other documents for decision making, communication, and ministry planning.
  • Support pastors with phone calls, visit schedules, event planning, and worship service preparation.
  • Prepare bulletins, songs, announcements, and service elements in coordination with worship leaders.
  • Coordinate weddings, funerals, and outreach events.
  • Support the Leadership Team by scheduling staff activities, attending meetings, recording minutes, and following up on action items.
  • Book travel, conferences, and events for staff.
  • Facilitate timely and accurate communication between staff and the Board of Elders.
  • Assist with onboarding of new staff members.

3. Ministry Support

  • Provide administrative support to ministry leaders including printing, scheduling, emails, and calls.
  • Coordinate with volunteers to ensure smooth logistics for church events.
  • Secure permits, catering, and other event related details.

4. Financial Administration

  • Assist with budgeting and financial planning in partnership with the treasurer or finance committee.
  • Prepare financial reports as requested.

5. Communication

  • Handle incoming and outgoing communications including calls, emails, and mail.
  • Prepare and distribute church bulletins, newsletters, and announcements.
  • Maintain and update the church website and social media platforms.

6. Scheduling and Coordination

  • Manage the church calendar, coordinating meetings and events.
  • Prevent scheduling conflicts and ensure alignment of activities across ministries.

7. Record Keeping

  • Maintain accurate records for membership, visitors, baptisms, marriages, and attendance.
  • Prepare and file minutes for designated meetings.
  • Organize and maintain church records and congregational documents.

8. Office and Operations Management

  • Serve on the Operations Team and guide the Admin Team to ensure effective support for staff.
  • Act as the point of contact for office equipment, office moves, and supply management.
  • Order and manage office and kitchen supplies, anticipating needs and expediting orders.
  • Oversee maintenance and cleanliness of office areas and facilities, including coordination with service providers.

Qualifications

  • Experience and Background
    • Minimum of three years of experience as an Administrative Assistant or similar role.
    • Previous church experience and familiarity with FEFC is an asset.
  • Professional Competencies
    • Strong organizational and time management skills.
    • Excellent communication skills; fluency in English written and verbal is crucial.
    • High standard of confidentiality and professional judgment.
    • Impeccable attention to detail and accuracy.
    • Ability to anticipate needs and manage competing priorities.
    • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
    • Comfort with social media and website tools.
    • Experience with Planning Center or other church management software is an asset.
  • Personal Attributes
    • High level of personal integrity and professionalism.
    • Exceptional interpersonal skills with the ability to interact comfortably with a wide variety of audiences.
    • Proactive, creative, responsible, and a problem solver.
    • Works well with minimal supervision; shows initiative and follow through.
    • Commitment to the vision, values, and Statement of Faith of FEFC.

Compensation and Benefits

  • Annual salary range: CAD $38,000 to $44,000, depending on experience and seniority.
  • Extended medical and dental benefits.
  • Life insurance.
  • RRSP matching program.
  • Three weeks of paid vacation per year.
  • Opportunity to serve in a Christ centred environment that values community and discipleship.
  • Professional development and ministry growth opportunities.

Additional Requirements

  • Ability to sign and uphold the FEFC Statement of Faith.
  • Successful Police Information Check with Vulnerable Sector Search.
  • Agreement to follow FEFC’s Plan to Protect policies and procedures.

Application Process

Please submit the following to [email protected] :

  • Your résumé
  • A brief cover letter explaining your interest in this position and how your skills align with the vision and mission of FEFC
  • Your statement of faith

This posting will remain open until a suitable candidate is found. Only candidates selected for an interview will be contacted.