Executive Assistant to Lead Pastor

Executive Assistant To The Lead Pastor

The Executive Assistant to the Lead Pastor exists to maximize the leadership effectiveness, focus, and follow-through of the Lead Pastor by providing high-level administrative, organizational, communication, and ministry support. This role requires a spiritually mature operator with executive judgment, discretion, initiative, and strong follow-through.

The ideal candidate is able to anticipate needs, manage confidential information, protect priorities, organize complexity, communicate clearly, and help move important work forward with excellence. This position is not simply task-based support; it is a trusted role that helps create clarity, order, and momentum around the Lead Pastor's leadership, relationships, schedule, communication, and ministry responsibilities.

The Executive Assistant represents the Lead Pastor and Faith Family Church with warmth, professionalism, confidentiality, and alignment with the culture of the house.

Areas Of Responsibility:

• Executive Administrative Support
• Weekend Service and Ministry-Critical Responsibilities
• Communication Management
• Meeting Preparation and Follow-Up
• Travel, Events and Speaking Engagement
• Special Projects and Strategic Support

Duties And Responsibilities

Executive Administrative Support

• Serve as the first point of contact for the Lead Pastor, exercising wisdom, professionalism, and discretion in all interactions.
• Manage the Lead Pastor's calendar, including meetings, counseling appointments, conferences, retreats, speaking engagements, travel, and ministry responsibilities.
• Keep upcoming calendar items, deadlines, and important priorities in front of the Lead Pastor.
• Prepare Tuesday morning reports and send them via email.
• Prepare correspondence, reports, documents, and other materials for the Lead Pastor as directed.
• Maintain the Lead Pastor's files, office organization, Google Drive, Evernote, and administrative systems.
• Set up the Lead Pastor's office upon arrival and help ensure the office remains clean, organized, and prepared.
• Manage Expensify, receipts, reimbursements, and related administrative details.
• Maintain an accurate address book for staff, pastor friends, family, and key relationships.
• Track important dates of staff, staff children, vision partners and specific church members for Lead Pastor to send appreciation, birthday and/or anniversary cards.
• Keep birthday gift cards stocked for staff and staff children.
• Research resources needed to operate the Lead Pastor's office with excellence, including learning from mentor churches, executive assistants, leadership resources, books, podcasts, and best practices.
• Provide personal administrative support as needed when it directly helps the Lead Pastor steward his schedule, responsibilities, relationships, or ministry effectiveness.

Ministry and Weekend Support

• Stand with the Lead Pastor following each service, take notes, send process queues to appropriate staff members, and set reminders for future follow-up as directed by the Lead Pastor.
• Serve in weekend duties at Faith Family Church.
• Review Planning Center rundowns for accuracy.
• Proof the Lead Pastor's sermon notes weekly and share with appropriate staff members.
• Assist the Lead Pastor with sermon research as needed.
• Maintain accurate schedules and spreadsheets for series planning and the church master calendar.
• Create and maintain an accurate content creation calendar for the Lead Pastor.
• Coordinate all weddings officiated by the Lead Pastor.
• Coordinate all funerals performed by the Lead Pastor.
• Assist the Lead Pastor in the execution of work-related ministry tasks as directed.
• Assist the Lead Pastor in the execution of tasks related to the church construction project as directed.

Communication Management

• Manage the Lead Pastor's emails, including organizing, prioritizing, drafting responses, responding on his behalf when appropriate, and ensuring he is aware of important information, decisions, and opportunities.
• Answer and return phone calls and emails directed to the Lead Pastor.
• Meet with the public as needed and represent the Lead Pastor with professionalism, care, and alignment.
• Review Facebook and Instagram messages on the Lead Pastor's public figure page to ensure BVA is responding appropriately to all messages.
• Communicate clearly with staff, ministry leaders, church members, and outside relationships on behalf of the Lead Pastor.
• Protect the Lead Pastor's focus by filtering requests, organizing communication, and helping determine what needs his attention.

Meeting Preparation and Follow-Up

• Organize, prepare for, and attend meetings where the Lead Pastor is present.
• Prepare agendas, documents, reports, and materials needed for meetings.
• Take clear and accurate notes during meetings.
• Capture decisions, assign tasks, communicate next steps, and follow up to ensure completion by assigned deadlines or within a timely manner.
• Help ensure that important conversations, decisions, and assignments do not fall through the cracks.
• Plan and prepare materials for staff retreats, leadership meetings, and other meetings as directed.
• Assist the Lead Pastor in performing staff evaluations, including preparation, documentation, scheduling, and follow-up.

Travel, Events, and Speaking Engagements

• Schedule and plan all Lead Pastor travel and speaking engagements.
• Coordinate details related to conferences, retreats, off-site meetings, and special ministry events connected to the Lead Pastor.
• Prepare travel documents, itineraries, materials, communication, and follow-up details.
• Ensure that travel and event logistics are handled with excellence, clarity, and timeliness.

Special Project and Strategic Support

• Support the Lead Pastor with special projects, initiatives, and ministry priorities as assigned.
• Help organize and move forward strategic projects that require coordination, communication, follow-up, and administrative support.
• Research best practices, resources, churches, leaders, tools, and ideas that may support the Lead Pastor's leadership or ministry priorities.
• Help collect, organize, and summarize information needed for decision-making.
• Help identify administrative gaps, process improvements, and systems that would increase clarity, efficiency, and excellence.
• Support the Lead Pastor in tracking organizational priorities, ministry goals, and key leadership assignments.