Executive Assistant to the Pastor

Position Summary: The Executive Assistant to the Pastor is responsible for supporting the
Pastoral Staff, managing the offices of the Pastoral Staff, and serving as the first point of contact
for visitors and guests of the Pastoral Staff and the church. The individual serves as a trusted
assistant while providing high level of clerical and administrative assist and support to the Senior
Pastor and the church leadership dedicated to the mission and vision of the church while
maintaining complete confidentiality. This position requires a cheerful, pleasant, and caring
Christ-like spirit and the ability to effectively work with a diversity of people is essential. The ideal
candidate must be a self-starter, effective communicator, problem solver, and able to perform
functions and duties with no supervision.


Education: experience will be considered.

College degree (Associate’s Bachelor’s, etc.) preferred. Equivalent work


Experience: Two years of management, clerical, or secretarial position. Comparable years of
progressive experience in related positions may be substituted for earned degree.


The Executive Assistant to the Pastor primary job responsibilities include but are not limited to the
following:

• Manage the short-term and long-term calendar of the Pastoral Staff for appointments,
meetings, travel, accommodations, and conferences, and provide back-up materials,
special arrangements and transportation related to these activities.

• Provide administrative support to the Pastoral Staff (including correspondence, reports,
presentations, files, etc.)

• Maintains meeting minutes or notes, as requested, and distributes as appropriate.

• Answer telephone by greeting callers with a smile, take precise messages, and transfer
calls to appropriate individuals.

• Coordinate and organize daily office activities, maintains room reservations for the
pastors travel and directs the workflow within the Senior Pastor’s office and the volunteer
staff, as appropriate to minimize the demands on the Senior Pastor.

• Coordinate train, and direct volunteer work and workers as deemed necessary for the
fulfillment of church vision and needs.

• Provide support to the Senior Pastor in the work of assigned committees of the Church.

• Provide support to the Senior Pastor in preparation of worship materials for weekly
services and special events.

• Assists with workshops, seminars, and conference preparation including registration,
brochures and materials development and distribution.

• Provide hospitality support, arrange meals, accommodations, and logistics for meetings,
events, guests, and other programs hosted by the Senior Pastor.

• Assess and troubleshoot requests, evaluate resources for resolution, and recommend or
initiate responsive action.

• Receive and respond to requests for speaking engagements, telephone inquiries and
incoming mail.

• Manage flow of information and ensure management receives all pertinent information
and recommendations from different perspectives.

• Organize work by reading and routing correspondence, mail and collecting information.

• Sort and distribute incoming mail and other materials. Maintain paper and electronic files
in a confidential manner.

• Monitor and reconcile expenses directly related to the Pastor’s budget. Process invoices,
expense reports, and other documents for payment.

• Responsible for Pastor’s credit card and ensures transactions comply with church policies
and reports the pastor’s spending as required.

• Monitor the activities of the Pastor’s direct reports, including deadlines, leave, and travel.

• Ensure consistent customer service delivery in a collaborative and solutions-based
capacity to all levels of staff and volunteers.

• Perform confidential tasks and special projects as needed.

• Maintains office supply inventory, anticipate supplies needed and expedite orders.

• Maintain and scan documents daily through the electronic filing systems or server.

• Make copies of correspondence and other printed material.

• Operate office equipment such as scanner, copiers, and telephone system.

• Maintain and keep working area clean.

• Orders materials as directed by the pastor.

• Other duties as assigned by the Senior Pastor.

Knowledge, Skills, Abilities, and Personal Characteristics:

• Ability to perform duties with speed and accuracy.

• Knowledge and proficiency of Microsoft applications to include Word, Excel and
PowerPoint.

• Position requires the navigation, use, and skill with other electronic software, computer
programs, internet sites, and other forms of technology.

Additional Requirements:
• Requires flexibility for occasional evening and weekend work responsibilities.

• The ability to lift up to 20 pounds.