Live Production Administrative Assistant - Full time

Description

Job Summary

Provide administrative support for the Director of Live Production and the Live Production Department. Perform general office functions and related service work as required.

Essential Responsibilities & Duties

PROJECT MANAGEMENT:

• Assist with managing Live Production Asana lists and task follow-up to ensure that actions are completed.
• Maintain meeting minutes.
• Gather all information submitted to the Live Production request form.

MANAGE DEPARTMENTAL BUDGET:

• Coordinates, under the supervision of the Director of Live Production, the budget for the department.
• Responsible for the collection and deposit of all funds, monthly balancing of departmental procurement statements, and creating POs/Check Requests for payments or reimbursements as needed.

MANAGE DEPARTMENTAL & DIRECTOR OF LIVE PRODUCTION CALENDARS: 

• Maintain a calendar system for the Production Department and Director of Live Production and ensure that complete information is available for all matters.
•  In addition - communicate well in advance to the event childcare team regarding staff childcare needs and facility needs for work events.

ESPACE COORDINATION: 

• Coordinate departmental room reservations as it relates to event rehearsals and event dates that require live production assistance.

MEETINGS: 

• Participates in Live Production team meetings, Service Production Meetings, Creative Event Team Meetings, Support Staff meetings, Staff Chapels and attends other meetings as required.

DREAM TEAM COORDINATION:

• Oversee rostering of Dream Team for all James River Church services and events.
• Manage Live Production GrowTrack interview process. Track all new Dream Team recruits from GrowTrack, and input data into Planning Center Online and Fellowship One correctly. 
• Connect with all potential Dream Team prospects during week four breakout 
• Send “Thank You” cards to everyone who came to week four breakout
• Keep an eye on profiles of all prospects through completion of GrowTrack
• Connect with prospects within one week of receiving list from Connections team.
• Create a high quality first-serve experience for all new Dream Teamers
• Track prospects in Planning Center, including the transition from “Prospect/Training” to a “Regular Assignment.”
• Create a serve calendar that schedules Dream Team one month in advance
• Provide guidance to Dream Teamers who have questions.
• Follow up with and care for Dream Teamers who decline frequently or request breaks from serving.

GENERAL OFFICE DUTIES: 

• Compose office documents using applications such as Microsoft Word, Microsoft Excel, Microsoft Publisher, Microsoft Project and other like software.
• Handle correspondence, phone calling, computer tasks, scheduling appointments, mail, email, ordering of supplies, maintaining a filing system, etc. 
• Compose letters when requested and ensure all correspondence is mailed in a timely manner. 
• Assist the Director of Live Production in the management of his calendars (including the scheduling of appointments, the updating of his Outlook calendar, etc.) 
• Assist the Director of Live Production in the management of physical and electronic files (including email management, contact management, in office filing, and the filing of documents electronically). 
• Assist the Director of Live Production in the management of all travel accommodations.

PRODUCE JAMES RIVER CHURCH EVENTS:

• Would be rostered as producer for all James River Church events at the South Campus and Conferences.
• Upkeep all run sheets for events

ADDITIONAL DUTIES: Performs other related duties as assigned. 

Requirements

• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment. 
• Intermediate level skill on personal computer using Microsoft Word, Microsoft Excel, Microsoft Publisher, Microsoft Project, Microsoft Explorer. A demonstrated aptitude to learning new computer software program.
• An aptitude for learning and using electronic office equipment including a cell phone, electronic controls on machines such as a copy machine, fax machine, and computer networked devices.
• Communicate in an effective and professional manner- orally and written.
• Skill in taking and transcribing dictation, accurately and with reasonable speed, of a variety of materials, including statements, minutes, correspondence, reports, and other material.
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Exhibit good judgment, honesty, integrity, responsibility, and punctuality.
• Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the general public.
• Perform other related duties as assigned and required.

Code of Conduct and Character

James River Church is Pastor-led, and staff driven with board oversight. James River Church staff are expected and considered to share in the responsibility of practicing and propagating the Christian gospel message and upholding the doctrine of the Church (the employer), as stated on our website and in our Bylaws.  As leaders and ministers of the gospel, staff therefore agree to the following:

1. Develop and maintain a close personal walk with the Lord including:

     a. Daily devotional time with the Lord.

     b. Daily dependence on the empowerment of the Spirit.

2. Develop a strong marriage and family life. This includes:

     a. Communicating and sharing with your spouse.

     b. Spending time together on days off and when extra time is available.

3. Keep personal finances in order with no delinquencies.

4. Attend all regularly scheduled services in the church. Special services and functions will be required as deemed necessary by the Lead Pastor.

5. Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.

6. Maintain a Christian outlook and attitude at all times.

7. Maintain loyalty to the staff and church, actively promoting unity within the church.

HEART BEHIND ALL WE DO

JOY 

Smile at EVERYONE you encounter! 

· “Rejoice in the Lord always. I will say it again: Rejoice!” Phil 4:4 (NIV) 

· “In your presence there is fullness of joy; at your right hand are pleasures forevermore.” Ps 16:11 (ESV) 

ENTHUSIASM  

Be enthusiastic about your role, about the church, & about what God is doing in your life and in the church.   

· “Zeal for your house has consumed me…” Ps 69:9 (ESV) 

· “I was overjoyed when they said, ‘Let’s go up to the house of the Lord.’” Ps 122:1 (TPT) 

ENCOURAGEMENT  

Be encouraging with your countenance, with your words, and with your actions to the team and to everyone you connect with as you serve! 

· “So encourage each other and build each other up…”  1 Thess 5:11 (NLT) 

· “…Look for the best in each other, and always do your best to bring it out.” 1 Thess 5:15 (MSG) 

LOVE AND CARE – 

Show compassion & represent the love of Jesus! 

· “Dear friends, let us continue to love one another, for love comes from God.” 1 John 4:7 (NLT)

· “Love each other. Just as I have loved you, you should love each other.” Jn 13:34 (NLT) 

SERVANT - MINDED  

How can we help you with what you need? If needed, connect the individual to someone who can help. 

· “God has given each of you a gift from his great variety of spiritual gifts. Use them well to serve one another.” 1 Pt 4:10 (NLT) 

· “For even the Son of Man came not to be served but to serve others and to give his life as a ransom for many.” Mt 20:28 (NLT) 

· “…Through love serve and seek the best for one another.” Ga 5:13 (AMP)