Executive Assistant

Executive Administrative Assistant

To serve C3 by providing direct support to church leadership. This role combines executive administrative responsibilities with personal assistant functions, ensuring that leadership's time, schedule, and priorities are managed effectively. The right candidate will be proactive, flexible, detail-oriented, and committed to handling all matters with excellence and confidentiality.

Duties and Responsibilities

• Manage leadership's calendar, including scheduling appointments, meetings, and personal commitments.
• Screen and prioritize emails, phone calls, and correspondence; draft and prepare responses on behalf of leadership.
• Prepare reports, presentations, and documents for ministry and leadership purposes.
• Maintain organized files and records, ensuring easy access and accuracy.
• Assist with personal scheduling, travel arrangements, and household-related needs as appropriate.
• Anticipate and proactively address logistical and personal needs that allow leadership to focus on ministry.
• Manage errands and tasks that overlap between personal and ministry life with discretion.
• Coordinate leadership and ministry meetings: prepare agendas, record minutes, and track follow-up actions.
• Assist with planning and execution of church events, conferences, and retreats as needed.
• Arrange logistics such as venues, hospitality, and technical support.
• Serve as a gatekeeper and liaison between leadership and staff, volunteers, church members, and external partners.
• Communicate with warmth and professionalism, reflecting the heart of the Senior Pastor.
• Ensure timely follow-up and manage task flow from leadership to others.
• Handle sensitive information and conversations with the highest level of discretion.
• Provide supportive presence to leadership and family when needed.
• Anticipate needs and offer solutions that reduce stress and streamline workflow.
• Interface with other departments and outside contacts to exchange information, answer inquiries, and secure cooperation or approval on action items.
• Communicate regularly with supervisor about departmental issues.
• Assist supervisor with special projects, events, and diverse tasks in support of C3.
• Attend any department meetings, regular all-staff meetings, and other meetings as required.
• Utilize a thorough understanding of C3 employee policies and procedures.
• Demonstrate ongoing financial support for ministries of C3.
• Work in close association with the entire staff to build and maintain a strong team environment.
• Cooperate with leadership by performing any other duties when asked to do so.

Knowledge, Skills, and Abilities

• Positive attitude with strong hospitality and leadership skills.
• Proven, effective leadership experience.
• Efficient, with excellent time management and multitasking abilities.
• Proactive in process improvement and maintaining confidentiality.
• Professional, spiritually mature, and comfortable interacting with diverse groups.
• Able to analyze complex, technical situations and develop solutions.
• Ability to read and carry out written and oral instructions.
• Strong computer skills, including familiarity and experience with a variety of software applications such as Microsoft Office Suite; familiarity with church management software a plus.
• Strong organizational and office skills.
• Ability to handle constantly changing priorities and demands.
• Ability to verbally communicate effectively and professionally at all levels.
• Able to work under pressure.
• Maintain the confidentiality of sensitive information.

Education and Experience

Education: High School diploma or GED required.

Experience: 5+ years of experience in administrative support or operations, preferably in a church or nonprofit setting.

Working Conditions and Requirements of Office Environment

Physical Demands:

• Regularly required to sit and occasionally required to stand and stoop, kneel, crouch, or crawl. Must be able to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Substantial movements (motions) of the wrists, hands, and/or fingers.
• Close visual acuity to is necessary to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Three weeks vacation
• Sick Leave
• Paid Thanksgiving week off
• Paid Holidays
• Employer paid healthcare
• Retirement with match
• Vacation bonus
• And more