Administrative Assistant

About the job Administrative Assistant


Position Overview

The Administrative Assistant serves as the operational and communications hub for Queen Street Baptist Church. This position is responsible for providing high-level administrative support to the Pastor and ministry leaders, ensuring the church office runs efficiently and professionally. This role requires a blend of traditional office management and modern digital proficiency to enhance church communications and organization.

Essential Job Duties

1. Communications & Desktop Publishing

• Bulletin Production: Design, format, print, and fold the weekly service bulletins and special event materials using Canva. This includes consulting weekly with the Pastor and Music Ministry to ensure accuracy of the order of service.
• Digital Archives: Maintain an organized Google Drive folder system of all church bulletins, documents, and records for historical preservation and easy access.
• Mass Communication: Manage the church's text messaging platform (e.g., Gloo) to send updates, encouragements, and announcements to the congregation.
• Virtual Meeting Management: Schedule and manage Zoom links for church meetings, Bible studies, and virtual gatherings as needed.

2. Calendar & Scheduling

• Calendar Coordination: Collaborate directly with the Church Calendar Secretary to maintain an active, conflict-free church calendar using Google Calendar/Gmail.
• Leadership Coordination: Ensure the calendar accurately reflects local community events and external activities where church leadership is participating.

3. Office Administration & Pastor Support

• Reception: Screen and route incoming calls, relay messages, and serve as the initial point of contact for visitors with a courteous, Christian demeanor.
• Member Care Intelligence: Promptly inform the Pastor of critical congregational information, including illnesses, hospitalizations, and bereavements.
• Correspondence: Manage incoming and outgoing mail and draft professional correspondence on behalf of the church.
• Supply Management: Monitor inventory and order office supplies as needed to ensure the office remains fully functional.

Required Skills & Competencies

• Technology Proficiency: Must be proficient in Canva (desktop publishing), Zoom (video conferencing), Gloo (messaging), and Google Workspace (Gmail, Calendar, Drive, Docs).
• Communication: Excellent command of English composition, grammar, and punctuation for proofreading bulletins and letters.
• Confidentiality: Must demonstrate the highest level of integrity and confidentiality regarding pastoral matters and member information.
• Independence: A self-starter capable of prioritizing tasks and working independently without constant supervision.
• Professionalism: Maintains a well-groomed appearance and a conscientious, professional work ethic at all times.

Qualifications

• College Graduate or equivalent work-related experience.
• Proven experience as an Administrative Assistant (3-5 years preferred)

Conditions of Employment

Background & Confidentiality: All offers of employment or contracting are contingent upon the successful completion of a criminal background screening and professional reference checks. Additionally, all selected candidates are required to sign a Church Confidentiality & Non-Disclosure Agreement (NDA) prior to their start date.