Executive Assistant to the Pastor

Executive Assistant to the Pastor

First Baptist Church, Lafayette, Louisiana

Job Summary: The Executive Assistant to the Pastor assists the Pastor in carrying out his job responsibilities as well as assisting church members in any way possible. The Executive Assistant to the Pastor also provides support to the Executive Pastor for managing the office.

Major Responsibilities:

• Administrate the Pastor’s Office
  • Scheduling appointments for the Senior Pastor.
  • Scheduling events on the Church calendar
  • Answering and screening telephone calls and visitors
  • Ordering necessary supplies for the office, Baptism, Lord’s Supper, etc.
  • Preparing financial requests as needed for purchases
  • Making travel and lodging arrangements
  • Attending weekly Ministerial Staff Meetings, taking & preparing Minutes
• Administrate Pastoral Ministries
  • Sending out acknowledgements for Memorial Gifts
  • Coordinating Funerals & Weddings, typing of visitor letters and funeral programs and any other requested typing
  • Maintaining Deacon List & Assignments/Update Handbook/Postcard Reminders
  • Maintaining Shut-In List & Widow Lists
  • Maintaining a hospital and prayer list
  • Maintaining a Hospital/Duty Minister Calendar
  • Maintaining Committee Lists in the database
  • Maintaining Pastor’s Prayer Group in the database
• Administrate Mission Pastor’s Office
  • Intake proposed missions calendar items from partners, committee members, internal groups, and ministers/pastors and organize the proposed calendar for ELT review/approval
  • Organize approved missions calendar for distribution to partners, committee members, internal groups, and ministers/pastors as well as the congregation via annual pamphlet
  • Calendar planned events, functions, and trips in the church system
  • Build necessary event, function, and trip groups in the church system and set up communication channels/schedules
  • Liaison with internal/external stakeholders to confirm/execute event, function, and trip logistics. This would include:
  • Booking travel/lodging/transportation arrangements
  • Communicating with event, function, and trip partners pre/during/post event, function, trip
  • Attending and taking notes during planning/training meetings
  • Collect, process, and document missions related payments
  • Process and document missions related expenses
  • Regularly update partner notes, contact information sheets, offering tallies, and volunteer databases
  • Attend scheduled mission check-ins, committee meetings, and staff meetings
• Serve as the Church Clerk
  • Managing Membership Records; including updating membership pictures, adding/deleting profiles, updating profiles
  • Processing New Members, requesting/transferring member letters
  • Preparing weekly New Members and Decision reports
  • Preparing membership report for the Annual Meeting
  • Preparing the Annual Church Profile letter
  • Attending Church Business meetings and taking minutes
• Serve as the Office Coordinator
  • Coordinating Office Support personnel, including supervising the Receptionist
  • Maintaining a Phone Duty Schedule and Prayer Leader List
  • Answering phone for receptionist on her lunch break whenever scheduled
  • Updating status on member profiles
  • Sending additions, deletions & changes to Baptist Message
  • Printing of labels for church wide mailouts, oversee mail distribution
  • Searching, copying, printing, or filing of various lists requested (ex., VBS #s, Library Quarterly Report, etc.)
  • Phone contact for error messages/problems that arise
  • Office contact for “how to” questions in ACS

General Duties

• Serve as staff liaison for assigned church committees and ministry teams.
• Keep informed on methods, materials, principles, procedures, promotions, and administration related to pertinent ministries.
• Cooperate with associational, state, and national programs and leaders. Be involved as time permits, giving priority to the church.
• Maintain openness to new ideas and flexibility in adopting new strategies of ministry.
• Provide support when needed to other departments with “all hands-on deck” ministries (i.e. Vacation Bible School).
• Be present and available to support all church-wide services (Sunday AM/PM and Wednesday PM) and events.
• Work with other ministry staff when responsibilities overlap.
• Perform other duties and assignments as requested by the Senior Pastor.

Working Conditions

• The Executive Assistant to the Pastor, shall be responsible as an employee to the Senior Pastor, through the Executive Pastor in  all matters related to employment.
• Observe regular office hours of 8:00 am to 4:30 pm, except as required by the needs of carrying out of assigned responsibilities or as provided in the general personnel policies.
• Vacation, holidays, and other circumstances related to working conditions are determined by general personnel policies.
• The Executive Pastor must approve participation in conferences, conventions, and outside performances.

General Qualifications

• Be a Christian of high moral character who has demonstrated loyalty to God, the church, and Pastor.
• Able and willing to sign FBC Lafayette’s Staff Covenant.
• Has evidenced a heart’s desire to win people to faith in Christ and to see them following Him.
• Has demonstrated a work ethic characterized by punctuality, integrity, honesty, diligence, excellence, and industriousness.
• Has demonstrated the ability to work cooperatively with other church staff members.
• Has demonstrated a high level of confidentiality concerning all areas of ministry, especially personal contributions, benevolence, and personal information

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