Executive Assistant

Job Details: Job Location: Central Offices - Frisco, TX 75036, Position Type: Full Time. The Executive Assistant provides high-level administrative and strategic support to leadership while helping guide internal organizational projects. This role acts as a bridge between visionary leadership and operational execution, focusing on the development and implementation of standardized policies, procedures, and systems. The ideal candidate balances meticulous attention to detail with the ability to manage complex, multi‑departmental initiatives. The candidate should possess a unique blend of spiritual maturity, administrative excellence, and the ability to navigate the distinct needs of both visionary leadership and operational leadership. Because this position serves as a trusted partner to executive leadership, it requires exceptional judgment, discretion, and the ability to maintain strict confidentiality while navigating highly sensitive organizational matters. Responsibilities Dual Leadership Support Serve as a trusted administrative partner, proactively anticipating needs and tracking high‑priority deadlines and action items. Manage complex calendars for the Lead and Executive Pastors, ensuring priority alignment and resolving scheduling conflicts proactively. Serve as the primary point of contact for internal and external communications for the team, filtering requests and responding on behalf of the pastors when appropriate. Prepare and organize materials for meetings, including room bookings, agendas, briefings, necessary presentation items, catering, etc. Coordinate communication between the pastors and the Board of Directors, staff, and ministry leaders. Exercise exceptional discretion and sound judgment by maintaining strict confidentiality regarding executive discussions, personnel matters, Board communications, legal matters, financial information, and other sensitive organizational information. Administrative Operations Manage travel arrangements and detailed itineraries for both the Lead and Executive Pastors. Reconcile expense reports and assist in departmental budget tracking. Manage logistics for leadership retreats, special guest speakers, Board, and Elder meetings. Maintain organized digital and physical filing systems for pastoral records and legal documents. Provide Notary Public services for staff and congregational needs as required. Ability to work independently on tasks and projects, from conception to completion, and thrive in a multi‑faceted and fast‑paced role. Internal Project Management Support the standardization and administration of organizational tools. Research, draft, and present internal policies and operational documentation to ensure consistency across the organization. Oversee major systems audits and projects that span multiple ministries, such as yearly Calendar approval process, current adherence, and viability of operational practices. Analyze data to produce objective, succinct, visual reporting tools to assist leadership in strategic planning. Ability to work on several projects simultaneously and meet project deadlines while adapting to immediate demands. Schedule Expectations Office Schedule: Monday through Friday, 8:30am to 4:30pm. Other times: includes but is not limited to Elder and Board meetings, certain weekends for guest speakers if the Leadership team is unavailable. Qualifications Professional Experience 1–3 years of experience in an executive administrative role, preferably within a church or non‑profit environment. Proven track record of supporting multiple executives simultaneously. Proficiency in data visualization and reporting. Previous project management experience and understanding of project lifecycle (planning, execution, tracking, and closing). Exceptional written and verbal communication skills. Spiritual & Character Requirements A committed and growing relationship with Jesus Christ. Alignment with the mission, vision, and theological values of the church. Demonstrates unquestioned integrity, discretion, and sound judgment in handling confidential information; consistently exercises wisdom when managing sensitive personnel, financial, legal, Board, and congregational matters, recognizing that trust is foundational to this role. High emotional intelligence and the ability to remain calm under pressure. Technical Proficiency Ability to learn and excel in the use of ChMS, task management tool, and productivity suite. Strong organizational skills with meticulous attention to detail. YOU’RE A GOOD FIT IF YOU ARE: Proactive rather than reactive: You see what needs to be done before you are asked to do it. Process‑mindful yet flexible: You love building systems but can pivot when the needs of the ministry shift. A systems thinker: You enjoy organizing data and people to help the entire organization flourish. An efficiency expert: You find fulfillment in the meticulous "behind‑the‑scenes" work that empowers others to lead with excellence. #J-18808-Ljbffr Hope Fellowship Ministries