Executive Assistant

About UsThe Free Methodist Church in Canada (FMCIC) is a nationwide community of local congregations committed to making disciples of Jesus Christ across Canada and around the world. Rooted in the Wesleyan tradition, we work together to equip leaders, support churches, and foster spiritual vitality. Our shared vision is to see a healthy church within the reach of all people in Canada and beyond, as we live out our faith in Christ through worship, service, and community. Purpose StatementTo serve as a strategic partner and trusted right hand to the Senior Director of Finance & Operations, managing the administrative complexities, coordinating cross-functional initiatives, and ensuring seamless day-to-day operations so the SDFO can focus on strategic planning, organizational leadership, and advancing the mission of FMCIC.ResponsibilitiesAdministrative SupportCommunication & Information Management§ Draft, proofread, and manage correspondence, reports, and presentations  § Maintain organized digital and physical filing systems for easy retrieval and compliance§ Maintain and update the Operations department webpage§ Create and maintain templates for recurring reports and presentationsReporting & Data Management§ Track and compile data for monthly and quarterly performance dashboards§ Prepare reports, presentations, and briefing materials for Board members and stakeholders§ Produce analytics and reports for senior leaders and department heads upon request§ Document and standardize recurring processes and proceduresCalendar & Schedule ManagementManage calendar across multiple time zones, proactively resolving conflicts and aligning with ministry prioritiesCoordinate meetings from preparation through follow-up, including agendas, materials, minutes, and action item trackingAct as a key liaison between the Senior Director and stakeholders, anticipating needs, managing priorities, and ensuring effective communication and follow-up.Prepare Board meeting materials, coordinate all meeting logistics (on-site and virtual)Travel & Expense ManagementArrange travel including flights, accommodations, ground transportation, and visas in accordance with organizational policiesPrepare detailed itineraries and proactively resolve travel issuesProcess expense reports and reconcile corporate credit card statementsProject SupportAdministration & CoordinationDevelop and maintain current knowledge of CRM capabilitiesTrain staff to familiarize with database management through training, job aids, and tutorialsFacilitate regular project status meetingsCoordinate project plans including timelines, milestones, resources, and deliverablesTrack project progress and provide regular updates to SDFO and relevant teamsTrack progress of all projects undertaken by SDFO on a weekly basisPerform additional projects or tasks assigned by SDFORequired QualificationsCore CompetenciesAbility to proactively identify and resolve challenges, ensuring smooth operations and supporting the operational strategic goalsStrong organizational skills and exceptional attention to detailStrong copy-editing and project coordination experienceExcellent English written and verbal communication skillsProficient in the use of digital tools (email, spreadsheets, project management software), and the ability to quickly learn new systemsHandle confidential and sensitive informationRequired QualificationsAn understanding of how churches and denominations work together to share the gospel of Jesus and able to sign on FMCIC statement of faithAbility to proactively identify and resolve challenges, ensuring smooth operations and supporting the operational strategic goalsWillingness to be flexible to support the needs of the priorities and tasks  Preferred Qualifications (Assets)3-5 years of experience in a similar Administrative Assistant role preferredWorking knowledge of French is an asset