Senior Pastor Administrative Assistant / Office Manager

Job Description

Job Description

Peninsula Covenant Church is a growing, dynamic, community-focused church in Redwood City, CA.  The beautiful 16-acre campus serves as host to our worship gatherings, children and adult ministries, community center (including swim and fitness activities), preschool, after-school care, and summer programs and supports numerous partner ministries.  Healthy and successful team members are those who Seek Jesus First, are Humble, Stay Hungry, Extend Grace, and Prioritize Team.  We actively support a culture of collaboration, and kindness across our PCC teams.  Join us in our vision, as we exist to know Jesus deeply, follow Him faithfully, and guide the next generation to do the same .   Come experience what the community of PCC is all about!

VISION OF PCC
To empower generations to passionately follow Jesus one person at a time.

PRINCIPAL OBJECTIVE
The Senior Pastor Administrative Assistant / Office Manager provides high-level administrative and organizational support to the Senior Pastor while helping ensure the smooth and effective operation of the church office. This position serves as a trusted administrative partner to the Senior Pastor, coordinating schedules, communications, meetings, projects, and confidential matters with discretion, professionalism, and sound judgment.

In addition to supporting the Senior Pastor, this role serves as the church office manager,  primary coordinator for large church-wide events, and provides administrative support for key church functions, including database management.  The position also assists the Executive Pastor with fundraising and development activities and other special events, and is frequently called upon to navigate complicated administrative challenges that require initiative, problem-solving, and follow-through.

This position requires an individual who is deeply committed to the mission of Peninsula Covenant Church, actively participates in the life of the church, demonstrates spiritual maturity, and brings a servant-hearted approach to working with pastors, staff, volunteers, congregants, and community partners.

PRINCIPAL WORKING RELATIONSHIPS
The Senior Pastor Administrative Assistant / Office Manager reports to the Senior Pastor.  This position works closely with the Executive Pastor,  other senior directors and pastors across PCC ministries. This position interacts with the Leadership Team and the general church congregation and builds relationships with vendors, community groups, and external organizations to strengthen and expand the impact of PCC’s ministry work.

SUMMARY OF KEY RESPONSIBILITIES

Senior Pastor Support

• Provide comprehensive administrative support to the Senior Pastor as a trusted, highly organized administrative partner.
• Manage and coordinate the Senior Pastor's calendar, appointments, meetings, speaking engagements, and other commitments.
• Prepare agendas, meeting materials, correspondence, presentations, and other documents as needed.
• Coordinate travel arrangements, registrations, hospitality, and logistical details for ministry-related activities.
• Track assignments, commitments, follow-up items, and deadlines to help ensure timely completion.
• Screen, prioritize, and respond to routine communications on behalf of the Senior Pastor when appropriate.
• Assist with communication and coordination between the Senior Pastor, staff, leadership teams, volunteers, members, and outside organizations.
• Handle sensitive and confidential information with a high degree of discretion and professionalism.
• Anticipate needs and proactively address administrative matters before they become problems.
• Help the Senior Pastor remain focused on ministry priorities by managing appropriate administrative details and follow-up.
• Maintain relationships with and provide support to key partners such as PCC’s leadership team, nominating committee, and both our regional and national parent organizations.  

Church-Wide Event Coordination
Serve as the primary administrative coordinator and/or event coordinator for major church-wide events and activities, including but not limited to:

• Church-wide celebrations and special services
• Congregational meetings
• Leadership events
• Special events

Responsibilities include:

• Establish timelines, schedules, and task lists.
• Coordinate communication among pastors, ministry leaders, staff, volunteers, vendors, and other participants.
• Reserve facilities and coordinate room setups, equipment, supplies, catering, and other logistical needs.
• Maintain event budgets and track expenses as assigned.
• Coordinate event details across multiple departments.
• Identify potential logistical challenges and develop solutions.
• Ensure appropriate follow-up and documentation after events.
• Serve as the central administrative point of contact for assigned large-scale events.

Executive Pastor & Fundraising Support

• Provide administrative assistance to the Executive Pastor as assigned.
• Assist with fundraising and development activities, including campaign-related administrative tasks.
• Coordinate meetings, communications, schedules, materials, and follow-up associated with fundraising initiatives.
• Maintain appropriate donor records and tracking systems.
• Assist with donor-related events and communications
• Handle confidential financial and donor information with appropriate discretion.

Office Management & Special Projects
This position will frequently be asked to address administrative challenges that do not fit neatly into a specific job category.

• Oversee the Church office, including scheduling, ordering supplies, overseeing volunteers, answering questions, and answering the phone.
• Takes ownership of complicated administrative issues and sees them through to resolution.
• Research options, gather information, identify solutions, and make appropriate recommendations.
• Spearhead effective database management across all ministries using Planning Center Online (PCO), including peer support and training.
• Support and train all ministry administrators to ensure cohesion and unified processes across ministries
• Coordinate across multiple departments to resolve problems.
• Develop systems, procedures, and tools that improve organizational effectiveness.
• Manage special projects assigned by the Senior Pastor or Executive Pastor.
• Exercise sound judgment regarding when to resolve an issue independently and when to seek direction.
• Follow through consistently until projects and problems are completed or resolved.

Spiritual & Ministry Responsibilities

• Work in collaboration with the Spiritual Formation staff to coordinate the administrative and logistical details associated with memorial services, weddings, and other special services.
• Maintain appropriate boundaries and confidentiality when working with sensitive pastoral, personnel, financial, or congregational information.
• Other duties as they pertain to an aide in supporting the Ministry's principal objective.

PROFILE SKILLS AND CORE COMPETENCIES
The successful candidate will demonstrate:

• Spiritual Maturity  –  A deep, personal relationship with Jesus and a commitment to living a biblically faithful life and alignment with PCC's Statement of Faith and Staff Values.
• Administrative Excellence – Highly organized, detail-oriented, dependable, and able to create systems that work.
• Discretion & Trustworthiness – Handles confidential information with wisdom, maturity, and integrity.
• Relationship Building – Builds positive working relationships with pastors, staff, volunteers, members, vendors, and community partners.
• Problem Solving – Comfortable navigating complicated situations and finding practical solutions.
• Flexibility – Able to shift priorities and respond effectively when unexpected needs arise.
• Servant Leadership – Approaches administrative work as ministry and seeks to make others more effective.
• Communication – Communicates clearly, warmly, professionally, and appropriately with different audiences.
• Anticipation & Initiative – Sees what needs to be done and takes action without always being asked.

QUALIFICATIONS REQUIRED

• Active and growing Christian faith.
• Regular participation in the life and worship of a local church, with a willingness to actively participate in Peninsula Covenant Church.
• Minimum of 3–5 years of progressively responsible administrative, executive assistant, office management, church administration, or related experience.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Proficiency with Microsoft Office and/or Google Workspace.
• Ability to learn and effectively use church database and administrative systems.
• Previous experience working in a church or ministry environment. (preferred)
• Experience with fundraising, donor relations, or capital campaigns. (preferred)
• Experience coordinating events for 50-500 people (preferred)

PHYSICAL REQUIREMENTS

• Primarily office-based work with frequent movement throughout the church's 14-acre campus, including navigating a walking bridge, multiple stair-sets, and some confined storage areas.
• Ability to sit and work on computers for much of the 8-hour day.
• Must adhere to PCC’s Safe Church policies, including a mandatory background check.

WORKWEEK

• Full-time position with an average of 40 hours per week. 
• This position generally works Monday through Friday, with occasional evening and weekend work.
• Ability to work in a fast-paced environment with frequent interruptions and changing priorities.