Office Manager at Hespeler Baptist Church

Hespeler Baptist Church exists to make, mark and mature disciples of Jesus Christ. We have a rich history of being in Hespeler, Ontario. Established in 1889, our goal is to continue faithfully trusting the sufficiency of scripture in making disciples. By God’s grace, we are a vibrant and growing church with a desire to plant other healthy churches in Southern Ontario.

THE OPPORTUNITY

The office manager contributes to the organizational backbone of Hespeler Baptist Church (HBC) by directly supporting the mission to make, mark, and mature disciples of Jesus Christ (Matthew 28:16-20). By managing administrative systems, organizing day-to-day operations, and anticipating practical needs, this role frees the pastoral and ministry staff to focus heavily on their primary shepherding responsibilities. You will be working directly with the Pastor of Administration to help oversee different administrative projects and support the pastoral staff and ministry leaders. This role is perfect for a highly organized multi-tasker who loves systems but has a heart for people. You will contribute to our church running smoothly behind the scenes while ensuring visitors and members feel seen, cared for, and connected.

Pastoral Staff Support - 30%

• Manage the Pastors’ calendars as directed, strategically scheduling ministry appointments, counselling sessions, and external commitments.
• Prepare meeting materials for pastoral teaching, committee meetings, and membership classes.
• Research, book, and coordinate travel logistics and itineraries for pastoral staff.
• Partner with pastoral staff to oversee
• The integration of new attendees and members into the active life of the church.
• Execute a structured follow-up process for first-time guests, systematically connecting them to staff, ministry opportunities, and ministry leaders.
• Facilitate Life Groups by actively helping individuals find and join the appropriate Life Groups.

Operations & Database Administration - 30%

• Manage the master church calendar, auditing facility usage to prevent scheduling conflicts and keeping staff aligned on upcoming events.
• Oversee inventory and procurement for all office and general church supplies, giveaway books, counselling resources, tracking expenses to ensure budget efficiency.
• Maintain accurate and confidential church records—including membership rolls, attendance logs, and contact information—using church management software (Planning Centre, Church Social).
• Produce all necessary administrative assets for members' meetings, including quorum tracking, attendance logs, and printable handouts.
• Provide ad hoc administrative support (data entry, filing, correspondence) for staff members.

Financial Administration & Donor Management - 20%

• Act as the primary liaison with the external bookkeeping service, ensuring accurate financial tracking and data sharing.
• Manage internal financial processes, including processing staff expense forms, coordinating bank deposits, and auditing church credit card usage.
• Administer the donor database (Zeffy): Manage envelope numbers and generate reports for the Treasurer.

Coordination of Pastoral Care & Member Care - 10%

• Coordinate care logistics for members in crisis, managing visitation schedules for the sick or homebound across pastors, staff, and the visitation team.
• Systematically track and manage congregational prayer requests, ensuring sensitive requests are handled with absolute confidentiality and routed correctly to the prayer team or pastors.
• Provide administrative and logistical backbone for major church milestones, collaborating closely with pastors to organize weddings, funerals, and baptisms.

Hospitality & Frontline Reception - 10%

• Serve as the primary point of contact for the church, welcoming visitors, answering phone calls, and managing the main church email with a warm, professional, and ministry-minded demeanour.
• Oversee daily office logistics, including the processing and distribution of incoming/outgoing mail, packages, supplies and deliveries.
• Maintain an orderly, professional, and inviting environment in the church office, lobby, and shared common areas.

MINIMUM REQUIREMENTS

Education

• College diploma in Office Administration, Business Administration, or a related field is preferred.
• Bachelor's degree is considered an asset.

Experience

• Minimum of two (2) years of progressively responsible experience in an office management, executive assistant, administrative coordinator, or similar role preferred.
• Experience in a church or other non-profit ministry environment is considered an asset.
• Demonstrated experience coordinating multiple priorities, managing calendars, organizing meetings and events, maintaining confidential records, and supporting senior leaders is considered an asset.

Knowledge, Skills, and Abilities

• Demonstrated proficiency with Microsoft Office 365, Google Workspace, and other office productivity software.
• Experience using financial and database software (e.g., QuickBooks, Planning Center, Church Social, Zeffy, or similar systems).
• Ability to quickly learn new software applications.
• Excellent organizational, time management, and project coordination skills, with the ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills with the ability to build positive, respectful relationships with pastors, staff, volunteers, church members, and visitors.
• Excellent verbal and written communication skills.
• Demonstrated sound judgment, discretion, and the ability to maintain strict confidentiality.
• Ability to work independently while contributing effectively as a collaborative member of the staff team.

Ministry Qualifications

• Demonstrates a mature and growing Christian faith, evidenced by a life that reflects biblical character, integrity, and spiritual maturity consistent with the qualifications outlined in 1 Timothy 3:8–13.
• Affirms and supports the church Statement of Faith, Biblical Morality Statement, Operating By-Law, and Staff Culture.
• Is an active member of the church or is willing to become a member within a mutually agreed-upon date.
• Demonstrates a genuine commitment to the church through faithful participation and service.
• Serves others with humility, grace, compassion, professionalism, and Christ-like hospitality.
• Contributes to a positive, respectful, collaborative, and Christ-centred workplace culture.

Core Competencies

• Demonstrates a high degree of emotional intelligence, with the ability to build trusting relationships and interact with empathy, discernment, tact, and professionalism, particularly in sensitive, confidential, or emotionally challenging situations.
• Relates effectively to the pastoral team, staff, members, visitors, volunteers, ministry leaders, and external partners while providing exceptional service.
• Demonstrates initiative, resourcefulness, creativity, and sound judgment in identifying opportunities for improvement and resolving challenges.
• Applies strong problem-solving, critical thinking, analytical, and decision-making skills.
• Works effectively both independently and collaboratively while contributing to a cohesive staff team.
• Demonstrates excellent organizational and time management skills, with the ability to establish priorities, manage multiple responsibilities, and meet deadlines.
• Remains flexible, adaptable, and resilient while responding to changing priorities and the diverse needs of a dynamic ministry environment.
• Exercises sound judgment, discretion, integrity, and confidentiality when handling pastoral, financial, personnel, and other sensitive information.

Physical Demands

• Sitting, walking, crouching, bending, and lifting.
• Sustained standing, walking, bending, lifting and sitting as required.
• Wrists must be capable of moving in all planes.
• Various forms of grip, pinching and finger dexterity required.

Mental Demands

• Ability to respond effectively to inquiries, issues, and concerns.
• Short and long-term memory capability.
• Alertness, concentration, judgment, and decision making.