Administrative Assistant - Communications and Events

About Canadian Baptists of Ontario and Quebec

Based in Etobicoke, Canadian Baptists of Ontario and Quebec (CBOQ) equips churches and their leaders as they engage in their mission from God in their community. Comprised of about 300 churches, CBOQ is training, equipping and caring for pastors. We recognize that mission is not just evangelism, but also includes promoting justice, social welfare, healing, education and peace in the world. It is a holistic approach that expresses care for both the needs of the human soul and the social needs that affect all of life. We are helping to plant fresh expressions of faith, strengthening existing churches and connecting them with the tools and opportunities they need to thrive. We are serving the next generation by creating resources and experiences for young people and their leaders to expand their love of God and love of each other. We’re telling our churches’ stories to encourage and inspire them, building up our whole family through the good news of what Christ is accomplishing through us. We love and care for our churches and leaders. We love and care for our employees. We are warm and welcoming; we take the time to listen and genuinely understand; we have empathy during tough times, and we make a positive difference in one another’s lives daily. We develop a servant spirit as a significant part of who we are in Christ.

Position Overview:

The Administrative Assistant – Communications and Events plays a key support role within the Communications department of CBOQ. This position functions as a secretarial and administrative support role, ensuring the smooth operation of day-to-day departmental activities through effective organization, clerical assistance, and task coordination.

Working under the supervision of the Associate Director of Communications and Events, the Administrative Assistant is responsible for maintaining administrative systems, supporting departmental logistics, handling communications coordination tasks, and assisting with projects and events. The role requires a high level of organization, attention to detail, professionalism, and confidentiality.

Core Competencies:

• Strong Organizational Skills: Ability to manage multiple tasks, set priorities, and follow through with accuracy and attention to detail.
• Professional Communication: Excellent written and verbal communication skills, including grammar and proofreading.
• Administrative Efficiency: Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Discretion and Reliability: Demonstrates maturity, sound judgment, and confidentiality in all responsibilities.
• Customer Service Orientation: Friendly, responsive, and helpful in interactions with staff, churches, and external partners.
• Adaptability and Flexibility: Willingness to adjust to changing needs and priorities in a fast-paced environment.

Responsibilities:

• Provide secretarial and administrative support to the Associate Director of Communications and Events and the broader Communications team.
• Schedule and coordinate meetings, prepare agendas, take minutes, and track action items.
• Maintain organized digital shared drives.
• Handle general correspondence, proofread documents, and ensure proper formatting of outgoing communications.
• Assist with the coordination of mailings, newsletters, mass emails, and distribution of printed materials and electronic communications via MailChimp.
• Maintain accurate contact lists, mailing databases, and CRM records; experience with Virtuous CRM is an asset.
• Acting Registrar of our Annual Assembly and AGM, manage event registration data; Check in at the event. Familiarity with CVENT or other registration platforms is an asset.
• Support expense tracking, invoice processing, and budget-related clerical tasks for the Communications department.
• Monitor project timelines and tasks in project management software; experience with LiquidPlanner is an asset.
• Maintain confidentiality in all matters, including handling sensitive information and internal communications.
• Other administrative tasks as assigned.

Requirements:

• Commitment to the mission, faith, and core values of CBOQ.
• Demonstrated high proficiency with Microsoft Office suite, including Office 365, production management.

Assets:

• Experience using CRM platforms, especially Virtuous
• Experience using event registration systems like CVENT
• Experience with project management software, particularly LiquidPlanner

Work Environment:

• A good work life balance.
• Must be available to assist onsite at key annual events such as the CBOQ Assembly.

Applications

Qualified candidates may apply by August 21, 2025 to Yvette Kayode, HR Lead, through the link.

All candidates whose training, experience and aptitudes meet the requirements for the job will be considered, subject to acceptance of the CBOQ code of conduct policy. CBOQ welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.