Executive Assistant

Fundy St. Lawrence Dawning Waters, Bermuda-Nova Scotia and First Dawn Estern Edge Regional Councils is seeking an Executive Assistant  on a Permanent Full -time basis (35 hours per week), with an anticipated start date of December 1, 2026.

This position represents a current, active vacancy within our organization. For all applications received through The United Church of Canada’s Applicant Tracking System (ATS) and all publicly advertised positions, AI might be used to support certain applicant evaluations. However, all applications are manually reviewed by our hiring team to ensure a fair and thorough evaluation of all candidates. All decisions are made solely by the hiring team.

Within the United Church the Regional Council, as part of the wider United Church of Canada, is a decision-making body responsible to serve and support Communities of Faith within its bounds and provide necessary oversight. represent diverse contexts of urban centres and rural communities. The three Regions are comprised of the following areas, Fundy St. Lawrence Dawning Waters (Gaspé Quebec, NB, PEI), Bermuda-Nova Scotia (NS and Bermuda) and First Dawn Eastern Edge (NL). The Regions are committed to supporting the United Church’s work of reconciliation and its desire to be intercultural. 

The Executive Assistant provides lead administrative support to the Executive Minister of the regional councils with following resposibilities:

Executive Minister Support (90% of position)

• Provide daily, high level, ongoing administrative support to the Executive Minister including hospitality, the flow of communication, proactively providing appropriate back-up material to assist the Executive Minister and correspondence as required;
• Assist or take the lead in planning and organizing meetings, as well as assistance for portions of the three Annual Meetings; Coordinate meeting and event arrangements including determining catering, accommodation, meeting space and technology requirements; Assist with the planning and preparation of all necessary materials for and in follow-up to meetings and presentations; and Prepare meeting minutes and actions and follows up with staff and elected members on outstanding items;
• Proactively manage and prioritize the Executive Minister’s calendar and scheduling of appointments including related travel bookings and expense reconciliation; Take initiative to deal proactively with issues in the absence of the Executive Minister; and Make decisions within guidelines in the absence of the Executive Minister;
• Prepare, gather, and relay confidential information and material on a regular basis and respond with tact and diplomacy to phone, email and in-person enquiries by providing information and referring enquiries to colleagues as appropriate;
• Administer temporary Marriage licenses and yearly lists for the three Regional Councils;
• Supporting committee in the Regional Council through setting up Zoom meetings;
• Research, gather, organize documentation and undertake specific projects as assigned; and track regional council staff vacation and absences.

Staff Team (10% of position)

Is part of the staff team serving the regional councils; and participates in joint staff activities.

Qualifications

• Post secondary education in a related field with 3 to 5 years of experience in a senior administrative role, or an equivalent combination of education, work, and life experience.
• Ability to effectively and positively deal with changing situations or priorities and experience in a fast-paced change management environment is desirable;
• Ability to work in both official languages is an asset;
• Demonstrated communication, interpersonal skills;
• Solid writing, editing and proofreading skills with a keen eye for attention to detail. Strong minute-taking skills;
• Strong computer skills in Microsoft Office applications (Word, Excel, PowerPoint and Outlook), internet and social media applications; and Competence in using electronic conferencing equipment;
• Administrative, planning and organizational skills, priority setting together with effective time management skills;
• “Customer service” ethic and experience;
• Knowledge of the United Church would be considered an asset.
• Alignment with the vision and values of The United Church of Canada – respect, integrity, passion and diversity;
• Motivated self-starter capable of identifying needs and taking action in cooperation with volunteer leadership and other staff.

Working Conditions

The United Church of Canada has adopted a hybrid workplace model, providing flexibility for this position, working both off-site and from the Regional Council Office located at St. John’s Newfoundland. The incumbent will be provided, for work purposes, use of secure devices and must be available by email, phone, teams or zoom during regular office hours Monday to Friday. Sitting and viewing a computer screen for long periods, keyboarding/using assistive devices or software, intermittent physical activity including sitting, standing and being on the phone for long periods of time. Occasional additional hours may be required and occasional evening and weekend meetings and some travel within the Regional Councils will also be required.

As part of our ongoing commitment to the Accessibility for Ontarians with Disabilities Act and the Human Rights Code, The United Church of Canada will provide reasonable accommodations to employees with human-rights related needs.

Compensation

The target hiring range for this position is $52,016 to $59,284 with the ability to progress to a maximum of $69,356. This is based on category 4 on our salary range. Placement on the salary range will be based on factors such as market condition, internal equity, candidate experience skills and qualifications relevant to the role. Pension and group benefit plans coverage and annual vacation round out this compensation package.

Closing date for applications: October 23, 2026