Executive Assistant to the Senior Pastor

Job Description

Job Description

Salary : Job Description

Job Title : Executive Assistant

FLSA Classification : Exempt

Salary Job Class : Administration

Reports to : Senior Pastor

Date Created : 11 / 25 / 2024

Supervisory responsibilities : None

Job Summary / Purpose :

The Executive Assistant will provide high-level, autonomous support to Pastor Mike Patz within Greenhouse Church. This role requires a professional with strong emotional intelligence, exceptional relationship management skills, and acute attention to detail. The assistant will manage the dynamic and complex scheduling needs of an engaging Lead Pastor, ensuring that Pastor Mikes time is optimized to focus on high-priority, ministry-driven tasks.

The primary goal of this position is to significantly enhance Pastor Mikes productivity by handling day-to-day administrative responsibilities, freeing him to focus on strategic and leadership-focused priorities that only he can address. Successful candidates must be adaptable, resilient, and thrive in a fast-paced, constantly evolving environment. This individual will act as a strategic partner to Pastor Mike, anticipating needs, managing time-sensitive responsibilities, and ensuring seamless communication across the churchs leadership team.

This position will manage the calendar, coordinate administrative tasks, handle correspondence, and serve as the primary point of contact for the senior pastor's office, ensuring smooth operations and allowing the senior pastor to focus on their ministry duties by providing high-level administrative support; this often includes scheduling meetings, managing travel arrangements, preparing reports, and maintaining confidential information. The Executive Assistant will also be expected to provide comprehensive support to the Senior Pastor, assisting him in leading his life, his family, Greenhouse church, and the Greenhouse Movement. These five words direct his priorities : Abide. Souls. Disciples. Justice. Nations.

Personal and Professional Support

• Spiritual Alignment : A deep faith, committed to walking with God and reflecting this in all aspects of work.
• Preparedness and Competence : Comes fully equipped to make Pastor Mike more efficient from day one. The assistant will be proactive, intuitive, and competent in the assistant role, requiring minimal guidance or training.
• Adaptability : Ability to pivot as needed, handling a range of tasks and challenges without hesitation.
• Attention to Detail & Follow-Through : Consistently thorough in completing tasks with exceptional attention to detail, ensuring all items are tracked and deadlines met.
• Discretion & Trustworthiness : Holds confidentiality in the highest regard and can manage sensitive information with the utmost professionalism.
• Proactive Problem Solver : Identifies areas where Pastor Mike's time is being spent unnecessarily and works to delegate, automate, or offload these tasks.
• Time Management : Ensures that Pastor Mike has time for personal well-being, family, creative thought, and strategic work by managing his schedule effectively.
• Resourcefulness : Independently seeks out information, contacts, and solutions needed to keep things moving without needing constant direction.
• Value Alignment : Communicates with humility, urgency, and joy, always reflecting Pastor Mikes values, including his love for people and passion for Gods work.
• Tech-Savvy : Comfortable with various digital tools and platforms, especially social media and organizational tools.
• Understanding of Pastor Mike's Priorities : Familiar with Pastor Mikes core activities, such as personal time with God (2-3 hours / day), family connections, physical exercise, and ongoing learning (reading ~70 books / year).

Tasks and Responsibilities

Take ownership of Pastor Mikes to-do list, ensuring tasks that do not need his direct attention are handled appropriately.

Oversee Pastor Mikes email inbox, filtering out irrelevant messages and handling requests such as meetings, events, and speaking engagements.

Oversee all scheduling and calendar management, ensuring no event or meeting is added or removed without prior approval.

Compile weekly metrics and reports for Pastor Mike to review, organizing data into easy-to-read formats.

Ensure smooth and constant communication across all channels.

Conduct research for upcoming messages, ensuring all information is fact-checked and accurate.

Manage receipts, reimbursements, and other administrative tasks.

Prepare any necessary documentation or meeting materials related to the travel, ensuring all logistics are covered in advance.

Assist / Coordinate travel and logistics for visiting pastors, missionaries, or church leaders, handling all necessary arrangements, including lodging, transport, and meeting schedules.

Oversee Pastor Mikes social media accounts, ensuring regular and consistent engagement.

Work closely with various church ministries and departments to coordinate meetings, ensure smooth communication, and facilitate workflows across the church community.

Track important milestones and events in the lives of key staff and contacts, ensuring Pastor Mike never misses an important occasion (e.g., birthdays, anniversaries, etc.).

General Administration

Required Team Norms and Character Attributes

Must Be Willing to Uphold and Champion the Following Team Values :

Must Have the Following Character Attributes :

Work environment : Office

Physical demands :

Travel required : As required by the Senior Pastor

Time requirement : 40 hours weekly

Required Schedule : Schedule will be set after communication with the Senior Pastor. Typical office staff work hours are Sunday - Thursday 8 : 00 am - 5 : 00 pm.

Other Hours : As needed by Senior Pastor

Required Skills and Abilities :

Other duties

Please note that this job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time.