Ministry Administrative Assistant

Ministry Administrative Assistant

The Ministry Administrative Assistant provides vital administrative, logistical, and organizational support to ensure the efficient execution of church programs. This role serves as a central hub for department communications, meticulous record-keeping, and event coordination. The ideal candidate pairs administrative excellence with a servant's heart, directly helping our ministry teams fulfill the mission of Indian Rocks.

Essential Functions:

Administrative Support & Office Operations

• Provide comprehensive administrative support to the Pastor/Director, including managing schedules, processing communications requests, handling expenses, and responding to general ministry inquiries.
• Maintain accurate, confidential, and up-to-date departmental records, database information, and meeting minutes within the secure HR/Ministry drives.
• Ensure necessary office supplies and ministry materials are continuously stocked, prepared, and available for daily operations.

Event Logistics & Scheduling

• Coordinate the logistical lifecycle of ministry-specific events, programs, and mid-week activities.
• Utilize internal scheduling platforms (e.g., eSpace) to reserve facilities, manage calendar workflows, and submit print requests.
• Facilitate on-campus setup arrangements, checking that resources are deployed accurately for meetings and special events.

Communication & Digital Management

• Draft, proofread, and distribute clear communications to volunteers, church members, and leaders via email, print, and church management portals.
• Assist in maintaining up-to-date ministry descriptions, calendars, and resources on the church website.
• Create basic visual materials or updates as requested by department leadership to support program promotion.

Team Collaboration & Community Care

• Maintain a positive, collaborative relationship across all levels of church and school staff, volunteers, members, and guests.
• Attend departmental meetings to provide operational input and sync on cross-ministry initiatives.
• Manage sensitive data and interpersonal inquiries with high emotional intelligence, biblical conflict resolution, and absolute confidentiality.

Requirements

Education & Experience:

• High School Diploma or equivalent required (Advanced coursework or degree in administration or a related field is a plus).
• 13 years of experience in an administrative role; previous experience within a church, school, or non-profit environment is desirable.
• Proven experience helping plan, coordinate, or track events and logistics.

Technical Proficiency:

• Strong competence in Google Workspace (Docs, Sheets, Slides, Drive) and basic office software.
• Ability to quickly learn and adapt to customized church management databases and facility scheduling tools (e.g., eSpace).
• Working familiarity with basic design and layout tools (e.g., Canva, Adobe Creative Suite) for light promotional material preparation.

Core Competencies:

• Excellent written and verbal communication skills with the capacity to interface professionally in person and digitally.
• Exceptional organizational skills, strict attention to detail, and the ability to manage multiple tasks simultaneously under shifting deadlines.
• A flexible, self-motivated approach to work, with a proven track record of acting independently while remaining aligned with leadership boundaries.

Physical Requirements: Ability to sit or stand for extended periods, navigate a large multi-building campus on foot daily, and occasionally lift/move up to 25 pounds of ministry supplies.

Church Membership & Lifestyle Expectations:

• Must give testimony and evidence of a personal relationship with Jesus Christ and sense the call of God to a serving ministry.
• Demonstrate a consistent Christian lifestyle as referenced by the Mission, Statement of Faith, and Leadership Guidelines of Indian Rocks.
• Must be an active member of Indian Rocks as defined by regular attendance in worship services, regular attendance/involvement in an Indian Rocks Connection Group or Small Group, commitment to systematic stewardship, and faithful in tithing.

This Ministry Job description is not limited in scope or definition and may be adjusted based on developments or growth of the church organization or structure, administrative directives and/or policies, or policy changes.

Background Screening Notice:

Indian Rocks Church and Christian School participates in the Care Provider Background Screening Clearinghouse for all positions. Please review the official education and awareness information regarding this screening process at the link below:

Care Provider Background Screening Clearinghouse Website