Executive Assistant

Job Title: Executive Assistant

Reports To:  Executive Director of Operations

Job Summary:

The Executive Administrator plays a pivotal role in supporting the Director of Operations and ensuring the efficient operation of administrative functions within the church. This position requires exceptional organizational skills, excellent written and oral communication skills,  a high level of discretion and confidentiality, and the ability to manage multiple tasks with efficiency and grace. The Executive Administrator will serve as a key point of contact for internal and external stakeholders, handling communications, scheduling, and various administrative duties essential to the smooth functioning of church operations.

Key Responsibilities:

1. Administrative Support:

• Provide administrative support to the Executive Leadership Team ( Director of Operations and Lead Pastor), including managing calendars, scheduling appointments, and organizing meetings.
• Prepare and distribute agendas, take minutes during meetings as assigned by the Executive Team and follow up on action items as needed.
•  Handle correspondence, including emails, letters, and phone calls, ensuring timely and appropriate responses.
•  Maintain organized filing systems, both physical and digital, ensuring documents are easily accessible.
• Available for administrative tasks related to events or meetings occurring outside of normal working hours (occasionally, including occasional Sundays).

2. Communication and Coordination:

• Serve as a primary point of contact for internal staff, church members, and external stakeholders, responding to inquiries and directing communications as necessary.
•  Coordinate logistics for events, programs, and special projects as assigned by the Director of Operations.
• Assist in preparing presentations, reports, and other materials for meetings and presentations.
• Maintain a churchwide calendar of events.
• Draft communications and correspondence for both individual and church wide communications. 
•  Ensure that routine communications are sent according to the established schedule.  

3. Financial and Operational Support:

• Assist with financial recordkeeping, including processing invoices, tracking expenses, and reconciling accounts.
• Provide HR related administrative support such as preparing and filing onboarding paperwork, communicating with payroll vendors, expense reimbursement, and time card management.
• Support the Director of Operations in operational tasks such as procurement, facility management, and vendor relationships.
• Maintain a churchwide database ensuring data is up to date and accurate.  Routinely remove outdated or incorrect information.  
• Track and report churchwide metrics according to the established schedule.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.

4. Project Management (as assigned):

• Coordinate and manage special projects as assigned by the Executive Director of Operations, ensuring deadlines are met and objectives are achieved.
• Conduct research, gather data, and compile information to support decision making processes.
• Track project milestones and deliverables, providing regular updates to the Director of Operations.

5. Team Collaboration:

• Collaborate effectively with other administrative staff and ministry leaders to support overall church operations.
• Foster a positive and productive work environment through teamwork, communication, and mutual respect.

Qualifications:

• Proven experience as an administrative assistant or similar role, preferably in a church or nonprofit organization.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent verbal and written communication skills, with a keen attention to detail.
• Proficiency in Google GSuite  and familiarity with office equipment and software systems.  Proficiency in Planning Center Online is a plus, but not required. 
• Ability to maintain confidentiality and exercise sound judgment and discretion.
• A commitment to the mission and values of the church, demonstrating integrity and professionalism in all interactions.
• Familiar with  basic editing functions in Adobe and Canva. 
• Membership and attendance is a requirement for all of our staff.  Find out more about our membership at eastern hills.org/engage

Education and Experience:

• BA in Business or related field is preferred; additional qualifications in office administration or related field preferred.
•  Minimum of [5] years of relevant work experience in administrative support roles.

Schedule: 

30hrs per week 

Mon-Fri 10:30am-4:30pm

Occasional Evenings and Sundays as needed

Pay Rate:  

$22-$25 per hour based on experience