Administrative Assistant

St. Michael Parish and St. John Paul Student Centre in Waterloo, ON is looking for a full time (35 hours per week, Monday to Friday 9:00am-4:30pm) Administrative Assistant. Reporting to and working closely with the Parish Priest, this position offers a competitive rate of pay and benefits package and may involve some occasional weekend and evening work.

Primary Responsibilities:

  • Provide communication and administrative support to Parish Priest/Chaplain, senior leadership team, and support personnel
  • Maintain and improve current modes of communication (website, bulletin, outdoor sign, social media)
  • Greeting visitors, handling phone calls, directing inquiries to appropriate individuals and schedule appointments as needed
  • To keep accurate records, file documents, reference material and manage general correspondence in accord with directions
  • Recording Mass intentions, Sacramental registration information and issuing Sacramental certificates (Baptism, Confirmation, Marriage). Ensure detailed and organized records are maintained a neat, tidy and organized office, according to policies of the Diocese
  • Maintaining and updating Parish and Student Centre Calendar of Events
  • Order supplies for the Office, Student Centre and Parish as needed
  • Aide with events and activities regarding Sacraments and school liturgical celebrations
  • Complete the scheduling of liturgical and non-liturgical volunteers and maintain volunteer records in collaboration with Volunteer Screening Committee
  • Responsibility for accounting and bookkeeping functions, including payroll, benefits and ensuring the maintenance of up to date, accurate records
  • Prepares monthly and annual financial statements with supporting analysis to meet Government and Chancery requirements
  • Inputs parishioner’s financial contributions, prepares annual tax receipts and oversees deposits
  • Updates Parish records as needed
  • Order office and sacramental supplies as necessary
  • Other duties as assigned by the Pastor when required


  • Foster and develop core values of community in a Joyful and Relational way
  • Passionate about parish revitalization (Divine Renovation, Rebuilt)
  • Post-Secondary education in a relevant field preferred
  • Advanced knowledge of Microsoft Office, social media platforms, and digital design software (Adobe)
  • Strong Knowledge of QuickBooks
  • 2 or more years administrative/financial and working with youth/young adults experience preferred
  • Strong attention to detail, and ability to organize and prioritize efficiently
  • Strong communication and interpersonal skills
  • Ability to work independently and follow instructions in a team environment
  • A good understanding of and respect for Catholic doctrine, liturgy and practice

Personality Attributes:

  • Detail oriented
  • Highly organized
  • A stickler for accuracy
  • Great communication skills

To Apply:

If this sounds like you, please apply by e-mailing your resume to with the subject line “Administrative Assistant – St. Michael Parish.”

Applications will be accepted until July 10th, 2019. We thank all candidates for their interest, however, only those selected for an interview will be contacted.