Administrative & Communications Associate

Job Description

Job Description

SUMMARY: Management Business Solutions is seeking an Administrative & Communications Associate for our church client in Downtown Grand Rapids, MI . This is a temporary position which will continue through Christmas 2026. This individual will provide administrative, clerical, and receptionist support to the Church Rector, Parish Staff, ministry groups, parishioners, volunteers, and visitors. The Parish Administrative & Communications Associate will serve as the primary point of contact for the parish office; coordinate calendars and facility scheduling; prepare parish communications and worship materials; and help ensure the smooth and organized operation of the parish.

RESPONSIBILITIES:

• Staff the parish office during published office hours; greet and welcome parishioners, visitors, volunteers, and vendors.
• Answer, screen, and route incoming phone calls and respond to questions and requests in a courteous and professional manner.
• Provide administrative support to the Rector, Parish Staff, ministry groups, and volunteers.
• Prepare, compile, proofread, and distribute weekly Sunday worship bulletins, holiday materials, funeral bulletins, and special service documents.
• Prepare and electronically distribute weekly e-News, Sunday bulletins, parish communications, and other correspondence.
• Compile lectionary materials, general and special mailings, annual reports, and seasonal devotional materials.
• Organize and maintain parish files, databases, records, and resource materials, including assisting with baptismal, wedding, and burial records.
• Maintain and coordinate the Parish Master Calendar, including worship services, meetings, events, appointments, and ministry activities.
• Schedule and coordinate parish building and room usage, ensuring facility bookings are accurate and free of conflicts.
• Maintain the Rector's appointments, staff and ministry meetings, and relevant website calendar information.
• Assist the Rector with scheduling, appointments, reminders, and other administrative needs.
• Coordinate service vendor visits and help vendors upon arrival as needed.
• Receive deliveries, sort and distribute incoming mail, and manage routine office correspondence.
• Coordinate volunteer coverage for the parish office during scheduled time off.
• Attend and participate in staff, ministry, worship, and other parish meetings as required.
• Communicate regularly with parishioners, visitors, vendors, and external contacts, providing information and directing inquiries to the appropriate person or resource.
• Maintain confidentiality regarding parishioners, staff, records, and other sensitive church business.
• Perform other administrative duties and special projects as assigned by the Rector.

QUALIFICATIONS:

• High school diploma or equivalent required; additional education or training in business administration, office administration, communications, or a related field is preferred.
• 2–3 years of previous office administrative, receptionist, or related experience required.
• Proficiency with Microsoft Word, Gmail, Google Calendar, Zoom and other standard office software required. Experience with Constant Contact and membership database software preferred
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills with the ability to interact professionally and tactfully with a wide variety of individuals required.
• Strong organizational skills with excellent attention to detail and accuracy.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a busy environment with frequent interruptions.
• Ability to work independently while collaborating effectively with staff, ministry leaders, volunteers, and parish members.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Dependable, professional, service-oriented, and responsive to the needs of the parish community.

MANAGEMENT BUSINESS SOLUTIONS IS AN EQUAL OPPORTUNITY EMPLOYER