Ministry Assistant

Job Description

Job Description

Job Brief: The Ministry Assistant serves as the primary administrative and organizational support to the VP of Ministry while partnering closely with the Sr. Director of Ministry to help advance ministry projects and strategic initiatives. This role anticipates needs, prepares for meetings, coordinates communication and follow-up, manages project timelines, and ensures ministry initiatives continue moving forward with excellence. With a deep love for the Most Vulnerable People (MVPs) and a heart for serving others well, the support this role provides helps strengthen ministry relationships that advance the mission of the Tim Tebow Foundation.

Working closely with the VP of Ministry, the Ministry Assistant attends meetings, captures key discussion points, decisions, and action items, and ensures thoughtful follow-through after every interaction. Through research, meeting preparation, project coordination, communication, and proactive support, this role helps ensure ministry initiatives are well organized, thoughtfully executed, and consistently moving forward.

Responsibilities:

Ministry Admin & Support

• Serve as the primary administrative support to the VP of Ministry.
• Manage meeting scheduling and coordinate calendars with Ministry Partners and internal teams.
• Create meeting agendas and prepare supporting materials.
• Attend meetings as needed, capturing detailed notes, documenting key decisions, and tracking action items to ensure timely follow-through.
• Exercise exceptional discretion when handling sensitive ministry conversations, information, and communications.
• Draft thoughtful follow-up emails, meeting summaries, presentations, and other communications for and on behalf of the VP of Ministry.
• Create and review presentations, documents, and communications as needed to ensure accuracy, excellence, and consistency.
• Anticipate needs by proactively preparing materials, identifying next steps, and helping ministry initiatives continue moving forward.

Ministry Project Coordination

• Support ministry partner projects from initial conversations through implementation, helping ensure projects continue moving forward with excellence.
• Develop and maintain project timelines, milestones, and next steps.
• Track project progress, follow up on outstanding action items, and help ensure ministry initiatives stay on schedule.
• Help identify potential roadblocks and proactively recommend solutions.
• Ensure commitments, deadlines, and next steps are documented, assigned, and completed.

Research & Strategic Preparation

• Conduct research and gather relevant information to support ministry projects, strategic initiatives, meetings, and decision-making.
• Research prospective Ministry Partners, ministries, organizations, and other relevant topics as needed.
• Prepare meeting briefs, supporting materials, and background information to help ensure thoughtful and productive conversations.
• Help prepare discussion questions, conversation topics, and meeting objectives.
• Compile relevant project updates, history, resources, and supporting information to aid informed decision-making.

Organization & Information Management

• Maintain organized records of Ministry Partner meetings, notes, timelines, and project updates.
• Partner with the Ministry Team to develop and maintain systems that ensure Ministry Partner information, meeting notes, project history, timelines, and next steps remain accurate, organized, and easily accessible.
• Maintain a high level of organization while managing multiple ministry initiatives simultaneously.

Leadership Support

• Provide ongoing administrative and organizational support to the VP of Ministry across a variety of ministry initiatives and day-to-day responsibilities.
• Help manage the VP of Ministry's calendar by prioritizing commitments, coordinating meetings, and anticipating scheduling needs.
• Coordinate travel arrangements, itineraries, and logistical details for ministry-related meetings, visits, and events as needed.
• Serve as a trusted thought partner by providing timely reminders, tracking priorities, and helping ensure important details and deadlines are thoughtfully managed.
• Assist with administrative tasks, special projects, and other responsibilities as assigned in support of the VP of Ministry, Sr. Director of Ministry, and Ministry Team.
• Continually look for opportunities to improve efficiency, streamline processes, and provide exceptional support to the VP of Ministry and Ministry Team.

Ministry Team Communication & Coordination

• Communicate key meeting outcomes, project updates, decisions, and next steps with the appropriate Ministry Team members.
• Help ensure the right people receive the information they need to successfully support ministry initiatives.
• Follow up with team members on action items, deadlines, and next steps to help ensure ministry initiatives continue moving forward.
• Help connect the dots across ministry initiatives by ensuring important information is communicated, documented, and shared in a timely manner.

Requirements:

• Bachelor's degree or equivalent experience preferred.
• Two or more years of experience in executive support, project coordination, ministry, nonprofit administration, or a related field preferred.
• Alignment with the Tim Tebow Foundation's mission, values, and culture.
• A genuine love for the Most Vulnerable People (MVPs) we serve and a passion for advancing the mission of the Tim Tebow Foundation.
• Servant-hearted with a genuine desire to serve others with excellence.
• Exceptional organizational, project coordination, and time management skills with outstanding attention to detail and follow-through.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrates the ability to anticipate needs, think proactively, and exercise sound judgment.
• Demonstrates exceptional discretion and the ability to handle confidential information with the highest level of integrity, professionalism, and care.
• Ability to manage multiple priorities while maintaining excellence and care.
• Strong critical thinking and problem-solving skills.
• Flexible, adaptable, and eager to support evolving ministry needs and priorities.
• Proficiency in Microsoft Office and the ability to quickly learn new systems and technology.

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