Ministry Assistant

Department: Gather, Grow & HER (Women's Ministry)
Reports To: Assistant Pastor
Date: June 2026

Job Purpose

To support Gather, Grow, and HER ministries through ministry leadership and administrative responsibilities.

Primary Responsibilities

Administration

• Communicate in a respectful and welcoming manner while providing direction as needed.
• Assist the Assistant Pastor with scheduling, planning, and coordination.
• Coordinate Planning Center (PCO) room bookings and registrations.
• Resolve booking conflicts.
• Maintain accurate filing systems and records.
• Process invoices, expense reports, purchases, and basic accounting functions.
• Handle cash and financial documentation as required.
• Purchase office and ministry supplies.
• Attend Administrative Team monthly meetings.
• Attend Leadership Serve Team (LST) meetings related to HER Ministry.
• Perform additional administrative duties as assigned.
• Regular work schedule includes Sundays and Monday–Thursday. Weekend events may be scheduled with time in lieu.

GROW Ministry (Approx. 10 Hours/Week)

Classes & Events

• Assist with event and class administration.
• Manage Planning Center registrations.
• Prepare classroom materials and resource bins.
• Maintain attendance records.
• Order or prepare ministry resources.
• Process participant evaluations.
• Communicate with staff and volunteers.

Life Groups

• Coordinate meetings with prospective and existing Life Group leaders.
• Train Life Group leaders on Planning Center Groups.
• Respond promptly to Life Group inquiries.
• Connect interested individuals with Life Group leaders.
• Assist with Life Group leadership events and administrative support.

GATHER Ministry (Approx. 10 Hours/Week)

First Impressions

• Schedule First Impressions volunteers using Planning Center.
• Coordinate Ushers, Greeters, Guest Services, and Safety/Security teams.
• Recruit and train new volunteers.
• Coordinate Welcome Gifts for Sunday Gatherings.
• Help facilitate Welcome to Church Party (WTCP) approximately three times per year.
• Coordinate catering, volunteers, setup, and teardown.
• Liaise with decorating teams for Christmas, Easter, and other events.
• Serve on rotation at the Guest Services Desk.
• Troubleshoot Sunday operational issues.
• Liaise with Security Team during emergencies.
• Assist with Guest Services setup and attendance monitoring.
• Communicate weekly information to Ushers.
• Order and prepare communion supplies.
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HER Ministry (Approx. 15 Hours/Week)

• Assist in organizing weekly ministry gatherings each semester.
• Help plan themes and book guest speakers.
• Schedule volunteers using Planning Center.
• Respond to phone calls, emails, and ministry inquiries.
• Operate debit machine during events.
• Prepare receipts and deposit forms.
• Coordinate childcare worker payments.
• Recruit and coordinate volunteer teams.
• Book rooms and communicate facility requests.
• Coordinate room setup, technology, tables, and chairs.
• Maintain accurate ministry records and database information.
• Coordinate registrations and event check-ins.
• Assist with food preparation.
• Organize volunteer appreciation events.
• Coordinate volunteer scheduling and training.
• Provide one-on-one ministry support when appropriate.
• Give leadership and direction to volunteer teams.
• Maintain organized ministry supplies.
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Knowledge, Skills & Abilities

Candidates should demonstrate:

• Strong administrative skills.
• Excellent verbal and written communication.
• Strong organizational abilities.
• Ability to manage multiple priorities.
• High attention to detail.
• Effective relationship-building skills.
• Basic accounting knowledge.
• Ability to follow written and verbal instructions.
• Professional telephone etiquette.
• Computer proficiency.
• Discretion and confidentiality.
• Calmness under pressure.
• Flexibility with changing priorities.
• Strong problem-solving skills.
• Ability to supervise and support volunteers.
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Behavioural Competencies

Spiritual Focus

Demonstrates an authentic and growing Christian faith.

Alignment with CLA Mission

Supports and lives out Christian Life Assembly's mission:

Joining God in transforming our lives, neighbourhoods, nation, and world.

CLA Strategies

Gather: Regularly attend Sunday services.

Grow: Pursue a growing relationship with God and other believers.

Serve: Use personal gifts and abilities to serve others.

Go:  Share faith through love and good deeds locally and globally.

Service Focus

• Demonstrates a servant-hearted attitude.
• Seeks opportunities to meet the needs of others.
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Teamwork

• Works collaboratively across departments.
• Builds healthy relationships with staff and volunteers.
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Flexibility

• Adapts well to changing situations.
• Maintains effectiveness in diverse ministry environments.
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Problem Solving

• Evaluates situations thoughtfully.
• Organizes information effectively.
• Identifies solutions and follows through.
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Qualifications

• Grade 12 graduation.
• Additional clerical, business, or computer training preferred.
• Minimum 2–3 years of administrative or clerical experience.
• Equivalent education and experience may be considered.
• Ministry training is considered an asset.
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Note: This job description is intended as a general overview of the role and responsibilities. Additional duties may be assigned as ministry needs evolve.

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