About Us
We are a Southeast Oakville community-oriented organization of approximately 200 families. More than a gathering place, we are a hub of community life — hosting programs, education, religious services, and events that bring our members together throughout the week.
We are a close-knit community where relationships matter. While this role includes important administrative and financial responsibilities, warmth, empathy, discretion, and a genuine desire to help people are equally important.
Position Summary
The Office Administrator / Secretary is the administrative anchor of our organization, supporting clergy, education staff, the board, and our members with day-to-day office operations, communications, financial administration, and event coordination.
This is primarily a phone- and email-based role rather than a face-to-face reception position. The Office Administrator is often the first point of contact for members and prospective members and must be comfortable communicating with people in a warm, patient, and empathetic manner.
The successful candidate will frequently work independently in the office and must be organized, resourceful, dependable, and comfortable making day-to-day decisions with limited supervision. The ability to recognize when an issue needs to be escalated to clergy, staff, the treasurer, or board leadership is also important.
Key Responsibilities
- Serve as the primary point of phone and email contact for members and prospective members, providing warm, professional, and empathetic assistance.
- Manage day-to-day office operations, including correspondence, membership records, files, supplies, and general administrative needs.
- Maintain accurate member information and records using cloud-based membership and database management software.
- Prepare and distribute weekly bulletins, newsletters, event announcements, and other community communications.
- Work closely with clergy, education staff, and the board on scheduling, programming, communications, and administrative needs.
- Help organize and coordinate logistics for community programs and lifecycle events, including weddings, funerals, and bereavement support.
- Assist members and families compassionately and discreetly during sensitive circumstances.
- Support seasonal and peak-period activities, including ticketing, seating charts, guest lists, registrations, and other event logistics.
- Provide administrative support to committees and the board as required.
- Maintain a high degree of confidentiality regarding member, staff, financial, and organizational matters.
- Manage competing priorities and ensure recurring deadlines and administrative responsibilities are completed accurately and on time.
Financial Administration
- Process membership dues, donations, payments, and basic invoicing.
- Maintain financial records using QuickBooks or similar cloud-based accounting software.
- Perform bank reconciliations.
- Prepare basic accounting journal entries.
- Process payroll.
- Prepare and make bank deposits.
- Liaise with the treasurer, bookkeeper, and other financial volunteers or professionals as required.
- Maintain accurate and confidential financial records.
Required Skills & Qualifications
- Warm, empathetic, and professional communication skills, particularly by phone.
- Strong organizational and time-management skills with excellent attention to detail.
- Demonstrated ability to work independently and effectively with limited day-to-day supervision.
- Ability to prioritize competing requests and manage multiple deadlines.
- Good judgment, initiative, and problem-solving skills.
- Ability to recognize when an issue should be escalated to clergy, staff, the treasurer, or board leadership.
- Excellent written and verbal communication skills, including strong proofreading skills.
- Proficiency with Microsoft Office and/or Google Workspace.
- Experience with bookkeeping/accounting software such as QuickBooks.
- Familiarity with invoicing, bank reconciliations, journal entries, deposits, and basic accounting procedures.
- Comfortable and proficient working with cloud-based software and applications, including membership databases, CRM systems, accounting software, and online communication tools.
- Ability to learn and adapt quickly to new software and technology.
- High degree of discretion and sound judgment when handling confidential member, employee, and financial information.
- Reliable, resourceful, and comfortable taking ownership of day-to-day office responsibilities.
- Ability to communicate calmly and compassionately with members dealing with sensitive situations, including bereavement.
- High school diploma and 2–3+ years of relevant administrative, office management, or bookkeeping experience.
Preferred Qualifications
- Experience with cloud-based membership management, CRM, database, or similar organizational software.
- Previous experience working in a religious institution, nonprofit, membership organization, or community-based organization.
- Familiarity with the customs, holidays, traditions, and lifecycle events of a community-based or religious organization.
- Experience processing payroll.
- Experience supporting a volunteer board and committees.
- Associate’s or Bachelor’s degree.
The Person We’re Looking For
We are looking for someone who enjoys helping people and takes pride in keeping an office organized and running smoothly.
Because this person will often be working independently, we need someone who is comfortable taking initiative, solving routine problems, managing their own workload, and following through without constant supervision.
At the same time, this is a community organization. Members may call when celebrating an important milestone, when they need help, or during some of the most difficult moments in their lives. Patience, empathy, discretion, and the ability to connect with people are therefore just as important as administrative and bookkeeping skills.
How to Apply
Please submit a resume and cover letter outlining your relevant administrative experience and why you are interested in working with a community-focused organization.
Pay: $21.00-$31.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
Work Location: In person
