Position Description

Grace Bible Church, a growing church with a weekly attendance of 350-400 located in the heart of Galt (Cambridge), is looking for an enthusiastic and capable person to take on the role of Office Administrator. This is a vital role in supporting ministry staff and volunteer leads by ensuring smooth administrative operations, effective communication, and a well-organized calendar and facility schedule, while being a primary point of contact for visitors and external groups.

• Time: 40 hours per week
• Salary: $50,000 per year
• Reports to: Executive Pastor

Key Responsibilities

Communication

• Draft and distribute regular updates, announcements, and event information to the congregation via email, social media, and printed materials.
• Answer general inquiries& by& resolving or redirecting appropriately; manage various church email inboxes.
• Coordinate needs around events and meetings including set up, room bookings and escalate to Executive Pastor when needed.

Planning Centre Management

• Maintain and manage workflows such as the membership pipeline, ensuring processes are not overly reliant on volunteers.
• Keep Planning Centre updated with accurate data, schedules, and communication templates.

Volunteer Support & Coordination

• Support volunteers regarding responsibilities and schedules.
• Provide clear information to help volunteers feel equipped and valued, including training on Planning Center as needed.
• Assist ministry leaders in communicating information and updates to their teams.

Calendar & Scheduling

• Maintain the master church calendar, helping to coordinate events across ministries to avoid conflicts.
• Ensure all events are properly scheduled and communicated internally and externally.

Building Use

• Manage the building schedule and oversee the booking system for internal and external events.
• Coordinate with custodial and tech teams to ensure building readiness.
• Assist with drafting contracts for approval and signing.
• Provide access to keys and swipe cards as instructed.
• Support the scheduling and logistical coordination for subcontractor/vendor access to building.
• Forward information related to building deficiencies to appropriate individuals; support volunteers with access to information needed to perform tasks.

General Administration

• Assist staff and ministry leaders with administrative tasks including document preparation, meeting coordination, and follow ups.
• Maintain organized records and files for church operations and manage document retention.
• Greet and assist individuals at the door and by phone; manage daily office reception.
• Process incoming and outgoing mail
• Monitor office supply inventory and order as needed and approved.
• Record weekly offerings, e-transfers, and pre-authorized debits; manage deposits.
• Record and process rental income.
• Collaborate with Treasurer and financial vendor as required.

Other duties as assigned.

Qualifications

• High school diploma (Grade 12) required.
• 3–5 years of experience in an office administrative role with previous church experience preferred.
• Proficiency in Planning Center, Microsoft Office Suite, and Mail Chimp.
• Strong organizational skills and ability to manage multiple tasks.
• Strong written/verbal communication and interpersonal skills.
• Ability to work independently and collaboratively within a team environment.
• Heart for ministry and a desire to support Grace Bible Church’s mission.
• Agree to sign confidentiality statement and statement of faith.
• Vulnerable Sector Check required.

If you are interested in this position, please contact Sheri Phillips: SheriP@gracegalt.com.