Ministry Operations Assistant

Ministry Operations Assistant

General Description

The Ministry Operations Assistant serves as the on-site administrative presence supporting the Senior Pastor and Executive Assistant to the Senior Pastor. This position is essential for maintaining seamless day-to-day operations at The Abyssinian Baptist Church by providing front-line reception services, coordinating communications, and ensuring the physical office environment operates efficiently. This position requires a cheerful, pleasant, experienced, and caring Christ-like spirit with the ability to effectively work within a diverse community. The ideal candidate will demonstrate strong organizational skills, professional judgment, and the ability to work both independently and collaboratively with the virtual Executive Assistant.

Reporting Structure

This position reports directly to the Senior Pastor. The Ministry Operations Assistant will coordinate regularly with the Executive Assistant to ensure seamless execution of administrative tasks and priorities.

Essential Job Functions

Reception & Communication

• Serve as the primary on-site receptionist, answering incoming calls via the VOIP phone system (Smart Choice), directing calls appropriately, and greeting visitors with warmth and professionalism.
• Manage all incoming correspondence including phone calls, emails, and physical mail, ensuring timely routing to appropriate staff members.
• Coordinate closely with the Executive Assistant to ensure seamless communication flow between on-site operations and remote support.
• Maintain professional and courteous interactions with church members, visitors, vendors, and all constituents.

Office Management & Operations

• Oversee the day-to-day operations of the physical office space, ensuring a welcoming, organized, and professional environment.
• Manage office supplies inventory, place orders as needed, and coordinate with vendors for equipment and service needs.
• Process incoming and outgoing mail, packages, and deliveries.
• Maintain organized filing systems and ensure proper documentation of church records and correspondence.
• Assist with coordinating office services and implementing procedures for improved workflow efficiency.

Administrative Support to Senior Pastor & Executive Team

• Provide on-site administrative support to the Senior Pastor including scheduling in-person meetings, coordinating visitors, and managing the physical office calendar.
• Support the Executive Assistant with tasks delegated for on-site execution, including document preparation, printing, and distribution.
• Assist with special projects as assigned by the Senior Pastor or Executive Assistant.
• Support giving/stewardship campaigns and donor engagement initiatives by providing on-site coordination and administrative assistance.
• Assist with marketing and communication efforts including preparation of materials, coordination with vendors, and support for promotional activities.

Event & Meeting Coordination

• Coordinate logistics for in-person meetings, ensuring proper room setup, materials preparation, and hospitality arrangements.
• Provide on-site support for church events including worship services, funerals, weddings, staff meetings, and special programs.
• Assist with event planning and execution, including coordinating with other staff members and volunteers.
• Serve as on-site point of contact during events, addressing questions and coordinating logistics as needed.
• Perform other duties as assigned by the Senior Pastor or Executive Assistant.

Education and Experience

• A bachelor's degree is preferred.
• A clear testimony of faith and a vital, personal, and growing relationship with Christian beliefs evidenced by attitude and behavior.
• Minimum of 2-3 years of administrative or reception experience, preferably in a church, nonprofit, or professional office environment.
• Strong ability to work with a diversity, equity, and inclusion lens.
• Experience with VOIP phone systems and multi-line telephone management.
• Proficiency with Microsoft Office Suite and data management systems (experience with Planning Center Online, Salesforce, or similar platforms is a plus).
• Excellent verbal and written communication skills with the ability to represent the church professionally.
• Strong organizational skills with exceptional attention to detail and ability to manage multiple priorities.
• Ability to work independently while also collaborating effectively with remote team members.
• High degree of professionalism in dealing with diverse groups of people, including church members, community leaders, donors, and visitors.
• Demonstrated ability to maintain confidentiality and exercise discretion with sensitive information.
• Flexibility and willingness to work beyond standard office hours for special events as needed.
• A positive attitude, good sense of humor, and ability to remain calm and professional in a dynamic environment.

Work Schedule

This position requires on-site presence Sunday through Thursday with flexibility to be available for special events including funerals, weddings, worship services, and other church gatherings as needed.