Chinese Administrative Assistant

Job Description

Job Description

Houston Chinese Church is seeking a full-time Chinese Administrative Assistant to support our Mandarin and Cantonese ministries and the daily operations of the church office. This role provides administrative, communication, and organizational support while working closely with pastors, ministry leaders, and office staff. We are looking for someone who is organized, dependable, and comfortable serving in a bilingual Chinese-English ministry environment.

 

Education:  Associate or higher degree from an accredited institution

 

Language Requirements:  Proficient in spoken English and Mandarin; fluent in written Chinese

 

Work Schedule:  Full-time position, Tuesday through Friday and Sunday. Regular Sunday hours are required to support ministry and office operations.

 

Spiritual Life:

1. Born-again Christian walking in a faithful, obedient relationship with Jesus Christ
2. Agrees completely with HCC’s Articles of Faith, Constitution, Mission, and Core Values
3. Commits to becoming an HCC member and actively participating in HCC Mandarin Sunday worship services

 

Character Traits: 

1. Integrity in personal life and in public ministry
2. Teachable and Christ-like character
3. Organized and detail-oriented
4. Self-motivated and dependable
5. Creative and proactive problem-solver
6. Able to manage multiple priorities and changing ministry needs
7. Team player with a servant’s heart

Ministry Skills:

1. Strong written communication in English and Traditional Chinese, and verbal communication in conversational English and fluent Mandarin
2. Strong organizational and administrative skills
3. Ability to manage multiple tasks, schedules, deadlines, and ministry requests
4. Experience with databases and records management; Breeze or similar system preferred
5. Graphic design and publication skills; Canva, Affinity, Adobe Suite, or similar programs preferred
6. Experience with websites, email communication, and social media platforms
7. Proficient in Microsoft Office Suite and Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets
8. Strong communication and coordination skills when working with pastors, ministry leaders, members, and staff.

 

Responsibilities for the Congregation:

1. Prepare and produce weekly Chinese communications, including bulletins, announcement slides, email communications, and other Sunday materials.
2. Draft, edit, proofread, and translate announcements, correspondence, forms, and ministry materials between English and Traditional Chinese.
3. Maintain Chinese Ministry website, social media, and digital content, including event information, sermon postings, QR codes, short links, and registration resources.
4. Design and prepare ministry publications and promotional materials, including posters, flyers, inserts, certificates, signs, presentations, and other printed or digital materials.
5. Maintain Chinese membership information in Breeze and related physical and digital records, including member profiles, status changes, photos, fellowship information, and documentation.
6. Coordinate administrative preparation for New Member and Baptism processes, including registration, applicant communication, records, presentations, certificates, and ceremony support.
7. Support membership meetings, Council, Town Hall, nominations, and other leadership processes by preparing lists, presentations, ballots, and related materials.
8. Manage room reservations, Zoom scheduling, ministry calendars, and other administrative scheduling needs according to established church procedures.
9. Coordinate printing and administrative support for Sunday School, funerals, memorial services, conferences, retreats, seasonal events, and other Chinese Ministry activities.
10. Follow up with pastors, ministry leaders, members, and staff regarding information, approvals, deadlines, and administrative needs.
11. Collaborate with other administrative staff on bilingual communications, church-wide events, publications, and special projects.
12. Maintain organized files, templates, and procedures for recurring responsibilities and perform other administrative duties as assigned by the Office Manager.

 

Responsibilities for the Whole Church:

1. Provide general office support, including printing, copying, scanning, filing, distributing materials, and responding to routine administrative requests.
2. Assist members and visitors, including providing Chinese-language assistance and directing inquiries to the appropriate staff or ministry leader.
3. Assist with the organization, communication, and logistics of church-wide events, meetings, classes, and special projects.
4. Coordinate with other administrative staff to provide appropriate office coverage and maintain continuity of office operations.
5. Participate in staff meetings, training, and other administrative responsibilities as requested.