Executive Admin Assistant to Senior Associate Pastor

Job Summary

To serve C3 by assisting the Senior Associate Pastor. This role is central in helping ensure the smooth and effective operation of ministry by coordinating schedules, facilitating communication, and providing administrative and event support.

Duties and Responsibilities

• Manage the Senior Associate Pastor’s calendar, including meetings, appointments, travel, and personal commitments.


• Handle correspondence, emails, phone calls, and meeting notes with professionalism and confidentiality.


• Prepare and edit documents, reports, and presentations as needed.


• Organize, schedule, and prepare materials for meetings, including agendas, minutes, and follow-ups.


• Assist with personal scheduling, travel arrangements, and household-related needs as appropriate.


• Anticipate and proactively address logistical and personal needs that allow the Senior Associate Pastor to focus on ministry.


• Manage errands and tasks that overlap between personal and ministry life with discretion.


• Assist with planning and supporting ministry-related events, retreats, and gatherings.


• Help coordinate logistics such as venue setup, catering, and technical needs.


• Serve as a point of contact between the Senior Associate Pastor and staff, volunteers, and the congregation.


• Draft and distribute communications on behalf of the Senior Associate Pastor as needed.


• Ensure timely follow-up and tracking of tasks and communications.


• Maintain a high level of discretion when handling sensitive information and pastoral matters.


• Provide a supportive and flexible presence, anticipating needs and adjusting to shifting priorities.


• Interface with other departments and outside contacts to exchange information, answer inquiries, and secure cooperation or approval on action items.


• Communicate regularly with supervisor about departmental issues. 


• Assist supervisor with special projects, events, and diverse tasks in support of C3. 


• Attend any department meetings, regular all-staff meetings, and other meetings as required.


• Utilize a thorough understanding of C3 employee policies and procedures.


• Demonstrate ongoing financial support for ministries of C3. 


• Work in close association with the entire staff to build and maintain a strong team environment.


• Cooperate with leadership by performing any other duties when asked to do so.

Knowledge, Skills, and Abilities

• Efficient, with excellent time management and multitasking abilities.


• Proactive in process improvement and maintaining confidentiality.


• Professional, spiritually mature, and comfortable interacting with diverse groups.


• Able to analyze complex, technical situations and develop solutions.


• Ability to read and carry out written and oral instructions.


• Strong computer skills, including familiarity and experience with a variety of software applications such as Microsoft Office Suite; familiarity with church management software a plus.


• Strong organizational and office skills.


• Ability to handle constantly changing priorities and demands.


• Ability to verbally communicate effectively and professionally at all levels.


• Able to work under pressure.


• Maintain the confidentially of sensitive information.

Education and Experience

Education: High School diploma or GED required.

 Experience: 2+ years of experience in administrative support or operations, preferably in a church or nonprofit setting.

Working Conditions and Requirements of Office Environment

Physical Demands:

• Regularly required to sit and occasionally required to stand and stoop, kneel, crouch, or crawl. Must be able to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.


• Substantial movements (motions) of the wrists, hands, and/or fingers.


• Close visual acuity to is necessary to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

Paid Sick Time

Hours

20 hours/week