What are the responsibilities and job description for the Executive Administrative Assistant position at Victory Church?
Executive Administrative Assistant
Position Status: Full-time
Classification: Exempt
Classification: Exempt
SUMMARY
The Executive Administrative Assistant provides essential support to the ministry by assisting the office of the Executive Pastor who oversees the five entities of Victory: Church, Camp, School, College, and Dream Centers. This role is essential in supporting the Executive Pastor’s leadership by managing schedules, coordinating meetings, and ensuring seamless communication across teams. Responsibilities include handling administrative tasks, preparing reports and presentations, organizing events, and maintaining confidential records. Additionally, this position plays a key role in problem-solving, decision-making support, and ensuring follow-through on key initiatives, projects, and daily operational tasks to enhance efficiency and effectiveness in the Executive Pastor’s leadership.
The Executive Administrative Assistant provides essential support to the ministry by assisting the office of the Executive Pastor who oversees the five entities of Victory: Church, Camp, School, College, and Dream Centers. This role is essential in supporting the Executive Pastor’s leadership by managing schedules, coordinating meetings, and ensuring seamless communication across teams. Responsibilities include handling administrative tasks, preparing reports and presentations, organizing events, and maintaining confidential records. Additionally, this position plays a key role in problem-solving, decision-making support, and ensuring follow-through on key initiatives, projects, and daily operational tasks to enhance efficiency and effectiveness in the Executive Pastor’s leadership.
DUTIES & RESPONSIBILITIES
- Assists with project management of organizational-wide, departmental events, and mission specific projects as assigned.
- Attends meetings as needed and responsible for taking notes, documenting key takeaways, and sending follow-up summaries for all participants.
- Tracks and follows up on assigned tasks to ensure timely completion and provide status updates.
- Monitors and prioritizes the Executive Pastor’s emails, voicemails, and internal communications.
- Manages the Executive Pastor’s calendar, schedule meetings, confirms attendance, and ensure prompt start times.
- Greets and coordinates meeting guests for the Executive Pastor.
- Assists with donor relations, including events, campaigns, and thank-you correspondence.
- Provides support to the Executive Pastor at all Sunday services by assisting with service coordination, managing offering slides, and supporting guest speakers as needed before, during, and after services.
- Provides support to the Executive Pastor at all BIG ROCK events including all conferences & productions.
- Maintains confidentiality in all administrative functions.
- Ensures the Executive Pastor’s office is stocked with necessary supplies.
- Performs other job duties as assigned.
QUALIFICATIONS
- Excellent written and verbal communication skills, with strong interpersonal skills, ethics, and cultural awareness.
- Exceptional time management skills with the ability to meet deadlines.
- Meticulous attention to detail and accuracy.
- Strong problem-solving skills and ability to think critically.
- Proficiency in Microsoft Office and administrative tools, with a willingness to learn new systems.
- Professional demeanor with a positive, customer-oriented attitude.
- Ability to handle sensitive information with discretion and confidentiality.
- Adaptability to shifting priorities and responsibilities throughout the year.
- Strong multitasking and task prioritization abilities.
- Highly organized with the ability to manage multiple responsibilities efficiently.
ESSENTIAL JOB FUNCTIONS
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:
- Prolonged period of time sitting at a desk working close-up tasks primarily on a computer in environmentally controlled office;
- Must be able to access and navigate each department at the ministry’s facilities.
- Proficient in oral and written communications;
- Sighted and vision capabilities to include close visual work while maintaining records within online databases;
- Hearing and speaking in order to initiate and respond to incoming telephone calls.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Ministry Requirements
- Maintains Victory protocol, policies and procedures.
- Demonstrates integrity.
- Performs and maintains tasks with an appropriate level of confidentiality.
- Models the biblical standard of personal conduct and lifestyle that is expected of all Victory Team staff members as outlined in the Honor Code and Employee Handbook.
- Fully participates in the life of the church as an active member in good standing with Victory.
- Supports and adheres to the mission, vision, values, and philosophy of Victory.
- Submits to and supports the leadership of Victory.
- Works well as a team player with leaders, staff, and volunteers.
- Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.
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