Office Manager

Bold graphic with a purple background that reads: 'We Are Hiring' in large white and yellow text. Below, a yellow button with red text says 'Office Manager ' with a magnifying glass icon. In the bottom right corner is the logo for Metropolitan Community Church of Toronto.

Position Title: Office Manager

Hours: Full Time (40 hours per week), 1-year contract with potential for renewal. Sunday – Thursday with occasional evenings and holidays. Note that this role requires the Office Manager to be onsite – remote work is only available on an ad Hoc basis.

Summary of Position:

The Metropolitan Community Church of Toronto (MCC Toronto) is seeking a full-time Office Manager to join our Staff Team. The successful candidate will serve 3 primary functions: 1) Office Management and Coordination of Staff Team 2) Administrative Assistance to the Executive Leadership Team – Senior Pastor, and Executive Director; and 3) Worship, Events & Programs Support – project managing weekly worship, coordinating volunteers, preparing worship slides and orders of service, and assist with planning and execution of events and programs.

Key success measures of the role:

1. Office Management

The purpose of this function is to ensure the smooth operation of the main office on a daily basis in order to keep the lines of communication open between staff, congregation, and public. Specific duties include, but are not limited to:

  • Receiving, assessing and directing all incoming phone calls, mail, and digital inquiries to the office, responding with diplomacy and tact and referring to other staff members as appropriate.
    Coordinating, training, and supervising office and reception volunteers.
  • Maintaining strong vendor relationships, interfaces with congregants and contacts regarding administrative issues and concerns.
  • Leveraging technology to streamline communications processes while maintaining a human touch.
  • Maintaining the church directory and Salesforce database.
  • Keeping a calm and professional demeanor when faced with highly urgent and stressful situations brought about by demands placed on the organization and the Office.
  • Ensuring stationary supplies, printers, and technology needs of the organization are met and act as primary contact point for external support.
  • Working collaboratively with other departments and acting as connecting staff person in the organization.
  • Ensuring key processes and procedures related to office management are formally documented and reviewed on an annual basis (at a minimum).
  • Working closely with the Executive Director to coordinate new hire orientation, tours, and other onboarding processes.
  • When the Facility Manager is absent, become the primary point of contact for emergency situations (fire, medical emergency, someone stuck in the elevator etc.). When these situations arise, the objective is to get the situation under control and call the appropriate emergency response agencies.
  • Working with Facilities Department to maintain Church Calendar and bookings.

2. Administrative Support for Senior Leadership Team and Board of Directors

The purpose of this function is to support the Senior Leadership Team and Board of Directors by performing a wide variety of administrative, secretarial, and analytical duties, often of a confidential nature. Specific duties include, but are not limited to:

  • Optimizing the Senior Leadership Team Member’s time by efficiently and effectively scheduling meetings and preparing them for these meetings. This includes prioritizing and proactively organizing meetings in line with organizational goals and requires a thorough understanding of strategic priorities. Act as a gate keeper protecting Leadership Team’s time.
  • Ensuring files are well organized according to the file structure on our cloud-based information storing SharePoint site allowing information to be found quickly and easily.
  • Keep track of the expenses of the Senior Leadership Team and prepare credit card expense reports for timely reimbursement with the Finance Department.
  • Ensuring key processes and procedures related to the Office of the Senior Pastor administration are formally documented and reviewed on an annual basis.
  • Working closely with Communications and Development on major holidays, events, and donation campaigns for administrative support.
  • Preparing reports and launching campaigns through Salesforce at the request of the Senior Leadership Team.
  • Act as Recording Secretary for Board of Directors meetings and Annual Congregational Business Meeting including manage Agenda with Vice Moderator(s)/Board Chair(s). Prepare documents for Board Meetings and ACBM, recording meeting minutes, and transmit any decisions made to appropriate staff and stakeholders.

3. Worship, Events & Programs Support

The purpose of this function is to support worship services, special events and programs from an administrative perspective. This may include being present during these programs and events. Specific duties include but are not limited to:

  • Project Managing weekly worship by communicating with staff and administrating volunteers to ensure deadlines are met.
  • Acting as staff liaison for Webcast Team, Digital Ushering Team, and Multi-Media (PowerPoint) Team.
  • Ensuring the order of service, PowerPoint slides, and announcements are organized, and printed materials are prepared in advance.
  • Ensuring worship technology needs are met.
  • Oversee and coordinate with designated Funeral and Wedding Coordinators for all requests related to weddings, funerals, and baptisms.
  • Assisting with the planning and execution of events (such as concerts, Christmas Eve Services, Pride, etc.).
  • Data entry Congregational Care Requests and Contact Information from weekly worship and hold with confidentiality.
  • Liaising with Worship Logistics Coordinator as necessary for worship related activities
  • Creating and monitoring signup forms and surveys for volunteers, special events, membership classes, community meals, etc.

4. Other Key Activities

  • Maintains a thorough knowledge of the organization and adheres to all organizational standards.
  • Participates in general staff meetings or events as scheduled.
  • Participates in training and engages in practices to effectively use teams
  • Participates in personal development to increase individual knowledge, skills and the modeling of key attributes.

Salary and Benefits

  • Starting salary: $60,000 per year
  • Three weeks of vacation per year
  • Participation in benefits program after a 3-month probationary period
  • Participation in MCC Toronto’s RRSP plan after one year of service, matching 4% of salary

Qualifications

  • Minimum 3+ years professional experience in a related role is required.
  • Extensive knowledge of the uniqueness associated with non-profit environments.
  • Awareness of MCC Toronto’s role in the local community and recognition/acceptance of its value to the world as a whole.
  • Highly organized and strong attention to detail with proven organizational skills, with the ability to prioritize and organize work tasks, information, etc.
  • Formal training in information technology is desired.
  • Formal training or experience in customer service request management techniques is desired.
  • Working knowledge of effective team leadership skills.
  • Extensive self-leadership skills.
  • Extensive program and process management skills.
  • Extensive conflict management skills.
  • Proficient with Office 365 computing tools (Word, Excel, PowerPoint, Outlook Calendars, etc.)
  • Knowledge and experience with Salesforce is considered an asset.

Physical demands/working conditions:

  • Normal office environment (onsite position).
  • Requires flexibility in work schedule to support occasional events that occur outside of regular working hours.
  • May requires occasional lifting of office supplies.

How to Apply:

Please submit your resume and a cover letter outlining your qualifications and experience to Shannon Malloch, Executive Director & COO (smalloch@mcctoronto.com) by 5 PM on Monday, April 28, 2025.

MCC Toronto is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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