Multi-Campus Operations Executive Administrator

Job Description

Job Description:\n\nThe Executive Administrator for Multi Campus Operations provides executive-level administrative, operational, and strategic support. This role manages communications, calendars, meetings, reporting, and cross-campus initiatives. The Executive Administrator ensures operational consistency across all Patria Church campuses. The Administrator coordinates with campus pastors, campus administrators, and ministry leaders to streamline processes and monitor strategic priorities. The role serves as the primary administrative liaison between Headquarters and Multi-Campus leadership, ensuring consistent communication and alignment across all campuses. This role supports a professional and welcoming environment by coordinating executive meetings, leadership gatherings, and hospitality in support of multi-campus operations. This role helps fulfill Patria Church's vision: "For this reason I kneel before the Father, from whom every family in heaven and on earth derives its name." Ephesians 3:14-15. Every position supports the mission to Seek the Lost, Teach the Found, and Send the Disciples. The Executive Administrator reports directly to the Campus Leadership and Discipleship Pastor and collaborates with designated leadership across all Patria Church campuses. Essential Expectations Models the spirit of Patria Church’s guiding scripture, Ephesians 3:14-15, by building a church community that strengthens families. Fulfill the four pillars of Patria Church. Christ (Mission, Christ-Centered Driven, Community (Diversity, Kingdom Driven), Character (Leadership, Discipleship Driven), Commitment (Family Driven) church.Embraces and executes Neighborhood Groups philosophy of ministry, discipleship, and connection across campuses Embrace and execute a Neighborhood Groups philosophy of ministry, fostering community, discipleship, and connection across families and campuses.Fully embraces and acts in accordance with the mission of Patria Church to Seek the Lost, Teach the Found, and Send the Disciples. Essential Duties and ResponsibilitiesMulti Campus OperationsCoordinate communication and collaboration between campus pastors, campus administrators, and key ministry teams.Manage travel coordination and logistical planning for multi campus staff, volunteers, executive leadership, and ministry-related events.Facilitate the collection and review of campus reports, attendance, budgets, ministry updates, and operational metrics.Monitor campus initiatives, projects, and ministry priorities to ensure alignment with organizational objectives.Support campus leaders by coordinating resources and follow-up on operational needs.Manage departmental requisitions, expense tracking, budgetary & credit card reconciliations while partnering with the Finance Department.Partner with Hospitality to cover and arrange various meetings and events. Including table décor, snacks, drinks, or food. Assist in implementing standardized administrative processes and operational best practices across all campuses.Serves as the primary liaison between Headquarters, Broadcast Campus and Multi-Campuses. Ensures alignment with organizational expectations, and timely implementation of multi-campus initiatives across all campuses.Executive Leadership SupportManage executive calendars, meetings, work travel, correspondence, confidential communications, and direct report administrative processes. Including time approval coordination and follow-up.Track executive priorities, action items, and strategic initiatives to ensure timely follow-through.Serve as the primary administrative liaison between executive leadership, campus leaders, and ministry departments.Prepare agendas, reports, presentations, meeting minutes, and executive briefing materials.Ensure meeting spaces are prepared and equipped by coordinating room reservations, technology, materials, hospitality, and all logistical needs to facilitate productive executive meetings.Coordinate and prepare executive leadership meetings, including Sermon Prep, Patria Pathways, Executive Management Committee, leadership retreats, strategic planning sessions, and other executive meetings as assigned.Provide executive administrative and operational support to the Campus Leadership and Discipleship Executive.Organizational ExcellenceDevelop and maintain systems that improve workflow, communication, reporting, and project management across Multi Campus Operations.Perform administrative duties related to the day-to-day functions and operations of the church.Create and maintain executive dashboards, reporting tools, project trackers, and operational documentation that support informed decision-making.Coordinate leadership meetings by managing logistics, documenting key decisions, assigning follow-up actions, and monitoring completion.Identify opportunities to streamline administrative processes and improve operational effectiveness across campuses.Ensure timely processing, accurate recordkeeping, and compliance with organizational policies.Support church-wide initiatives, leadership gatherings, special events, and strategic projects that advance the mission of Multi Campus Operations.Perform other duties as assigned in support of the mission and operational priorities of Multi Campus Operations.ConfidentialityRepresent Patria Church, the Multi Campus Operations team with professionalism, sound judgment, and integrity in all interactions.Maintain confidentiality of executive decisions, discussions, reports, strategic plans, and information that directly impacts Patria Church, its campuses, staff, and congregation.Welcome and coordinate guest speakers, executive leaders, ministry partners, and visitors by ensuring all logistical arrangements and hospitality needs are prepared with excellence and professionalism.Demonstrate discretion in handling sensitive situations while protecting the trust, reputation, and operational integrity of Patria Church and its executive leadership.Character Demonstrates humility, integrity, accountability, and a Christ-centered attitude. Remains teachable, treats others with respect, and represents Patria Church with professionalism and consistency. Competency Performs responsibilities with excellence through effective communication, organization, sound judgment, and follow-through. Demonstrates initiative, adaptability, and stewardship in assigned responsibilities.Convictions Supports and upholds Patria Church's mission, vision, values, Statement of Faith, and organizational culture. Promotes unity and reflects the four pillars of Christ, Community, Character, and Commitment in daily interactions and ministry. All team members are expected to complete required training, follow departmental procedures, and apply provided resources effectively. Individuals are expected to show initiative in learning, adapting, and contributing to the ongoing improvement of ministry systems and practices. Additional duties may be assigned by Executive Leadership to meet organizational, operational, or ministry needs.General RequirementsSuccessfully completes all required background checks and pre-employment screenings.Demonstrates reliability, punctuality, and consistent attendance.Reads, writes, spells, and communicates clearly in English.Demonstrates basic computer skills and the ability to use communication and scheduling systems required for daily operationsCompletes all required onboarding, safety, and role-specific training within established timeframes, including security, compliance, emergency procedures, and California Mandated Reporter Training within the first 90 days of employment.Valid driver's license with an acceptable driving record. If travel is required to perform the essential functions of the position.Communicates clearly and respectfully with staff, volunteers, and supervisors.Adapts well to changing priorities, event schedules, and ministry needs.Works well under limited supervision, showing initiative and follow-through.Maintains confidentiality, discretion, and integrity in all responsibilities.Represents Patria Church’s mission and values through professionalism, teamwork, and Christlike conduct.Physical RequirementsReasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. The individual must be able to work independently, communicate effectively, and lift up to 25–50 lbs. (with or without assistance). This position may also require extended periods of sitting, standing, walking, and hand-eye coordination for keyboard data entry and viewing information on a computer monitor. External and internal applicants, as well as current employees who are or become disabled as defined under the Americans with Disabilities Act (ADA), must be able to perform the essential job functions either unaided or with the assistance of a reasonable accommodation, as determined on a case-by-case basis.Organizational and Spiritual AlignmentDemonstrate full alignment with Patria Church's Statement of Faith as outlined in the Employee Handbook and on Patria Church's official website. Statement of Beliefs is defined as Patria Church's core biblical beliefs, theological convictions, and doctrinal positions.Uphold and comply with Patria Church's Christian Code of Conduct as a condition of employment. Christian Code of Conduct is defined as the character, behavior, and lifestyle expectations of those serving and employed by Patria Church.Pastors to attend all regularly scheduled Sunday and Wednesday church services, mandatory meetings, and designated church events. This includes serving at Good Friday, Easter, and Christmas services as well as the annual volunteer appreciation event.Support Staff to attend all required meetings, ministry events, and designated churchwide services. This includes serving at Good Friday, Easter, and Christmas services as well as the annual volunteer appreciation event.Participate in the life of Patria Church through Worship Services, Serving, Neighborhood Groups, Discipleship Sprints, and churchwide activities.Demonstrate commitment to biblical stewardship through the practice of tithing and generosity in alignment with Patria Church's beliefs and teachings.Ability to interpret and adhere to Patria Church’s policies, procedures, and employee handbook.Qualifications EducationBachelor's degree in Business Administration, Organizational Leadership, Communications, Ministry, or a related field preferred.Master's degree in Communications, Marketing, Business, or a related discipline preferred.Coursework in strategic communications, brand management, project management, or organizational leadership preferred.Equivalent combination of education and relevant experience may be considered in lieu of the preferred degree requirement.ExperienceMinimum of five (5) years of experience providing executive-level administrative and operational support. Demonstrated experience coordinating communication among multiple departments, campuses, or organizational teams.Experience managing executive calendars, meetings, travel arrangements, and confidential communications.Experience coordinating cross-functional projects, strategic initiatives, and organizational priorities.Proven experience preparing executive reports, presentations, meeting agendas, and meeting minutes.Background in budget administration, purchasing, expense reconciliation, or financial tracking.Track record of improving administrative processes, workflow efficiency, or organizational effectiveness.History of maintaining confidentiality while supporting executive leadership and organizational initiatives.Job SkillsSkilled in executive calendar and meeting management.Proficient in Microsoft 365 collaboration and productivity applications (Teams, SharePoint, Planner, OneDrive, Forms).Competent in project management and workflow management platforms.Skilled in church management systems (ChMS) and ministry database applications.Demonstrated skill in document management, e-signature, and presentation software.Proficient in purchasing, expense management, and financial administration software.Strong skills in executive correspondence, report preparation, and business writing.Effective at project coordination, follow-through, and administrative support.Advanced proficiency in records management and organizational documentation.Highly skilled in coordinating executive meetings, travel, and special events.Competent in reviewing and approving employee timecards for payroll processing.Demonstrated skill in preparing and submitting purchasing requests, invoices, and supporting financial documentation.Proficient in processing expense reports, reimbursement requests, and purchasing documentation.KnowledgeOffice Administration. Knowledge of administrative systems, office procedures, and organizational workflows.Executive Level Support. Understanding of executive support functions and executive office operations.Financial Administration. Working knowledge of budgeting, financial administration, and expense management processes.Payroll Administration: Working knowledge of payroll processes, timekeeping procedures, and pay period requirements.Purchasing. Knowledge of purchasing, procurement, and reimbursement procedures.Administrative Procedures. Knowledge of organizational policies, administrative procedures, and operational processes.Records Management. Familiarity with records management, document retention, and filing practices.Business Communication. Knowledge of business communication and professional correspondence standards.Confidentiality: Understanding of confidentiality requirements and the proper handling of sensitive information.Project Coordination: Working knowledge of project coordination, workflow management, and project tracking processes.AbilitiesManaging competing priorities. Ability to manage multiple priorities while meeting changing deadlines.Exercising judgment. Capacity to organize complex information, workflows, and competing priorities.Maintaining confidentiality. Successfully able to maintain strict confidentiality and exercise sound judgment when handling sensitive executive, personnel, financial, and organizational information. Building relationships. Capable of building collaborative working relationships across departments and campuses.Communicating effectively. Able to communicate professionally with individuals at all organizational levels.Working independently. Ability to independently make informed decisions and follow through with minimal supervision.Adapting to change. Ability to adapt to changing priorities, operational demands, and executive requests.Capable of reviewing and reconciling corporate credit card transactions while ensuring compliance with organizational policies.Organizing complex information. Demonstrates the ability to anticipate needs and proactively resolve administrative challenges.Training and CertificationsProject Management certifica