Job Description

The Organizational Development and Strategy Unit of The United Church of Canada is seeking an individual to fill the role of Administrative Assistant on a permanent full-time basis (35 hours per week).
The Organizational Development and Strategy (ODS) Unit plays a crucial role in supporting the General Council Office by developing, executing, and communicating its vision and strategic priorities. This unit helps shape the public face of the United Church, enhancing the denomination's principled presence in the public square and strengthening its invitation to church across the country and its ministries.
The unit coordinates research, planning, and evaluation, and assists in nourishing congregations, supporting Regional Councils, advancing national programs, and contributing to the effective administration of the church. It encompasses the GCO's planning function (both strategic and operational), reporting, and evaluation. Furthermore, the unit includes a communications department staffed by subject matter experts who ensure alignment in key messaging, a Growth department dedicated to the church's overarching priority of growth, and Ministries in French. The Growth department works with the regions to cultivate innovation, strengthen existing congregations toward transformation, and seed and grow new Communities of Faith.
Position Purpose
The Administrative Assistant works with the Executive Minister and lead unit staff to ensure smooth operations from an administrative perspective for the unit. They are the lead resource for the unit and provide effective and efficient administrative, logistical, and communications support to the Growth Department, within the ODS unit, with some responsibilities related to the overall unit. They ensure that the Growth Department is well-supported in their ministry leadership by coordinating workflows, managing communications, organizing program logistics, and maintaining accurate documentation. They contribute to the smooth, effective, and mission-aligned functioning of church renewal and planting initiatives in collaboration with regionally deployed staff, General Council Office teams, and Regional Council bodies. In addition, specific support is provided to the leadership of the ODS unit, in coordinating unit activities and moving forward strategic planning for the organization.
Primary Areas of Responsibility

• Administrative Support to the Unit (50%): Research, gathers, and organizes documentation for the Growth Department Director and Executive Minister and completes assigned projects. Prepare and coordinate unit reports and materials for the General Council, its Executive, and Sub-Executive. Provide high-level administrative support to the Executive Minister and Growth Department staff, including correspondence management and document preparation. Exercise initiative and problem-solving in the absence of the Executive Minister and Growth Director, escalating issues as appropriate. Manage the flow of communication and ensure relevant background materials are prepared to support Unit leadership. Collect, organize, and maintain data and documentation such as surveys, statistics, resources, program information, and meeting materials. Conducts research, analyzes information, and prepares summaries, reports, and presentations. Contacts congregations and key stakeholders by phone as requested and gathers and documents stories of emerging or renewing churches for sharing across United Church of Canada platforms.

• Meetings, Committees, Working, Reference and Task Group Support (25%): Provide administrative support for the planning, coordination, and execution of meetings (in-person and virtual). Prepare, edit, and distribute agendas and meeting materials. Take, transcribe and distribute accurate meeting notes/minutes in a timely manner. Follow up on action items arising from meetings. Operate electronic presentations and manage video conferencing tools (webinars, conference calls, virtual sessions) and provide technical support for presentations and virtual meeting technology.

• Project Management Support (25%): Support the Project Sponsor and team in developing comprehensive project plans, including requirements, schedules, resource allocation, and risk/change management processes. Assist in the execution of projects in alignment with organizational standards, guidelines, and approved plans. Creates and maintains project schedules and documentation. Support the navigation of projects through stage gates, deliverables, and approval processes. Work with the Project Sponsor to define success metrics and participate in post-project evaluations. Prepare reports, recommendations, and written/verbal presentations for project sponsors and stakeholders. Track and report on project milestones, risks, and progress updates. Coordinate cross-functional meetings to ensure alignment and effective collaboration. Maintains detailed project documentation (minutes, action items, issue logs, risk registers, etc) and identify and recommend process improvements and methodologies to enhance project performance.

Qualifications

• Post-secondary education (3-year undergraduate degree) in administration, project management, business, social sciences, or a related field; or an equivalent combination of education and experience;
• Project management training or certification (e.g., CAPM, PMP, or equivalent) is an asset;
• 3 - 5 years of progressive administrative or coordination experience, preferably in a non-profit, faith-based, public sector, or project-driven environment;
• Experience in providing support to senior leadership and/or project teams;
• Advanced computer skills in the use of various software applications and collaboration tools - Office 365, Dynamics, SharePoint, OneDrive, Access, Adobe, Teams, Zoom, Microsoft Teams and other digital communications, social media platforms and project management software with a willingness to use new technologies;
• Solid administrative, planning, time management and organizational skills to prioritize and plan work, meet deadlines, managing multiple priorities on time with limited supervision, together with flexibility to deal with changing situations and priorities;
• Excellent written and verbal communication skills, including the ability to prepare clear, concise reports, minutes, and presentations, with a keen eye for detail, including proofreading and editing abilities.
• Strong research and analytical skills, including the ability to interpret data and prepare summaries, reports or recommendations;
• Ability to coordinate complex schedules, meeting, logistics, maintain information and documentation for multiple committees and projects;
• Strong minute-taking and transcribing skills;
• Ability to work independently, taking initiative, and collaboratively in a flexible and collegial way, respecting cultural, racial and gender diversity, achieving high work standards;
• Strong interpersonal skills, including the ability to listen carefully and respond clearly, concisely and effectively with patience, tact and discretion together with a sensitivity to intercultural interactions;
• A proactive, positive approach with "Customer Service" ethics and experience together with diplomacy, resourcefulness, good judgement, discretion and confidentiality;
• Initiative, good judgment, resourcefulness, and creativity in problem solving;
• Knowledge of project management life cycles, change management principles, and risk assessment are assets;
• An understanding of The United Church of Canada priorities, programs and structure is an asset;
• Alignment with the vision and values of The United Church of Canada - respect, integrity, passion and diversity; and
• Demonstrated capacity to embrace change, take risks, experiment, reflect, and adapt, and cultivate adaptation in others.

Working Conditions
The United Church of Canada has adopted a hybrid workplace model, providing flexibility for this position, working both off-site and in the General Council Office. The incumbent will be provided, for work purposes, use of secure devices and must be available by email, phone, teams or zoom during regular office hours Monday to Friday. Sitting and viewing a computer screen for long periods, keyboarding/using assistive devices or technologies, intermittent physical activity including sitting, standing and being on a call for long periods of time will be required. Occasional additional hours may be required.
As part of our ongoing commitment to the Accessibility for Ontarians with Disabilities Act and the Human Rights Code, The United Church of Canada will provide reasonable accommodations to employees with human-rights related needs.
Compensation
The target hiring range for this position is $52,016.95 to $59,284.27 with the ability to progress to a maximum of $69,356.37. This is based on category 4 on our salary range. Placement on the salary range will depend on factors such as market conditions, internal equity, and the candidate's experience, skills, and qualifications relevant to the role. Pension and group benefit plans coverage and annual vacation round out this compensation package.
Closing date for applications: December 14, 2025

Skills Required