Operations Administrative Assistant

Job Description Overview

The Operations Administrative Assistant is responsible for increasing the capacity and scope of the Executive Pastor of Operations by managing and coordinating all administrative needs of the Operations team.

Operations support Pantano, propelling its mission forward by managing critical functions such as Finance, HR, Security, and Facilities. Through their expertise and strategic oversight, they ensure the efficient and effective operation of Pantano, allowing other teams to focus on their core ministries.

Primary Responsibilities

Executive Pastor Support

• Calendar Management
  • Scheduling appointments, meetings, and events for the pastor.
  • Reminding the pastor of upcoming commitments and deadlines.
• Communication Management
  • Handling phone calls, emails, and other forms of communication on behalf of the pastor.
  • Maintaining an organized system for incoming and outgoing correspondence.
• Meeting Support
  • Coordinating and scheduling meetings for the pastor.
  • Taking minutes during meetings and distributing them as necessary.
• Research and Preparation
  • Conducting research and gathering information as requested by the pastor.
  • Assisting in the preparation of documents, communication, or other materials.
• Other Duties as assigned, including:
  • Planning and booking travel arrangements for the pastor, including flights, accommodations, and transportation.
  • Assisting with memorials assigned to the pastor.
  • Managing office supplies and ordering new ones as needed.
  • Assisting the pastor in managing their daily schedule and prioritizing tasks.
  • Assisting with basic troubleshooting of computer equipment and digital tools or coordinating with IT support when needed.
  • Organizing Grief Letters
  • Financial Planning Ministry Seminars - assist with pre-event prepping, communications, event set up and tear down, reminders, etc.
  • Prepare annual church-wide financial communications (Generosity Report, End of Year Giving)

Team Support- Facilities and Security

• Execute administrative/office needs and reports for the Operations Team
• Prepare monthly credit card expense reports for team members
• Receive, process, and follow up on requests for the team
• Coordinate details for events hosted by the team following the event planning process
• Manage room and resource reservations as requested
• Create or coordinate details for communication requests for materials for advertisement and informational purposes for programs, services, and content
• Manage volunteer process for all teams under Operations
• Manage the Facilities Impressions team calendar
• Manage Planning Center database event calendar for all ministries
• Oversee and track the vehicle scheduling process and maintenance needs 
• Utilize Asana to schedule tasks for Facilities workers
• Maintain and update FMX ticket scheduling database
• Manage key distribution processes
• Communicate with vendors regarding campus projects and/or repair work 
• Serve as the point of contact for the Facility team and collaborate with all ministries in regard to campus reservations
• Serve as the assistant to the Security Team - including basic administrative requests
• Create and maintain maps/room layouts in Canva 

Other Duties

• Attend weekly 1:1, team and staff meetings, including retreats
• Adhere to all church policies and procedures
• Prepare needed reports and correspondence
• Prepare purchase orders and check requests as needed
• Work assigned duties during All Hands On Deck events such as Christmas and Easter services
• Other duties as assigned

Minimum Job Requirements

• Active Difference Maker at Pantano Christian Church
• 2-3 years of previous experience in an office setting, Operations experience preferred
• Excellent verbal and written communication skills
• Ability to work productively without direct supervision
• Ability to work well and collaborate with team members, volunteers, and other staff
• Ability to take direction from more than one supervisor
• Ability to pivot and stay organized when tasks/projects change abruptly
• Excellent office-related computer skills, including experience with common office software/programs and online applications
• Proficiency in online communication, email, and calendar tools
• Experience with Mac and macOS a plus
• Experience with Google Drive a plus
• Experience with database software a plus
• Experience with Microsoft Office Word and Excel a plus