Executive Assistant

Description

Position Description:

The Executive Assistant provides high-level executive, administrative, logistical, and personal support that enables the Lead Pastor to operate effectively across ministry, marketplace, travel, and all other responsibilities. The Executive Assistant serves as a trusted day-to-day support partner responsible for anticipating needs, managing details, coordinating complex schedules and logistics, and ensuring the Lead Pastor is prepared for the people, places, and priorities requiring his attention.

This role requires far more than calendar administration. The Executive Assistant must exercise strong judgment in managing time, recognizing competing demands, protecting appropriate margin, anticipating the impact of travel and commitments, and helping ensure the rhythm of the calendar remains strategic and sustainable. The individual must be able to distinguish between what can fit on the calendar and what should fit on the calendar, proactively recommending adjustments and escalating priority conflicts when appropriate.

The Executive Assistant coordinates the many details surrounding ministry, marketplace, travel, and personal commitments. This requires exceptional anticipation, discretion, hospitality, resourcefulness, emotional intelligence, and follow-through. The individual should routinely think several steps ahead, identifying needs, resolving potential issues, confirming details, and preparing for transitions before they become urgent.

The Executive Assistant must be comfortable supporting administrative needs while maintaining confidentiality, discretion, and healthy boundaries.

Success in this role is reflected in a leader who is prepared, appropriately paced, informed, and exceptionally supported with fewer unnecessary administrative burdens, fewer preventable surprises, and greater capacity to focus on the responsibilities that require his unique leadership.

Core Competencies

• Strategic Calendar & Priority Management – Manages the Lead Pastor’s time with foresight, balancing priorities, preparation, travel, transitions, personal commitments, and appropriate margin rather than simply filling available calendar space.
• Executive Judgment & Problem-Solving – Assesses situations, identifies risks, develops solutions, and makes sound decisions within the authority of the role while knowing when escalation is necessary.
• Executive Communication & Relationship Management – Communicates with clarity, discretion, and emotional intelligence; appropriately manages requests, correspondence, access, and relationships across internal and external stakeholders.
• Executive Logistics & Readiness – Coordinates complex travel, engagements, appointments, meetings, and personal/executive support needs while anticipating the details necessary for seamless execution.
• Organizational Excellence & Follow-Through – Creates and maintains reliable systems for information, tasks, commitments, preparation, records, and follow-up, ensuring details do not fall through the cracks.

Character Traits

• Discreet & Trustworthy – Handles confidential, sensitive, personal, and organizational information with exceptional integrity, maturity, and sound judgment.
• Sharp & Discerning – Reads situations quickly, understands context, recognizes what matters, and demonstrates wisdom in determining what requires attention, action, or escalation.
• Proactive & Anticipatory – Thinks several steps ahead, identifies needs before they become urgent, and takes initiative without requiring constant direction.
• Adaptable & Composed – Remains calm, flexible, and solutions-oriented when priorities shift, schedules change, or unexpected needs arise.
• Service-Oriented & Hospitable – Supports the Lead Pastor with humility, care, responsiveness, and excellence while representing the Pastoral Office with warmth and professionalism.

Spiritual Responsibilities

• Demonstrate an uncompromised commitment to Change Church's vision, values, core beliefs, and statement of faith.
• Be an active participant in the ministry of Change Church.
• Be a born-again Christian who conducts personal and professional affairs in accordance with the Bible and maintains a lifestyle consistent with Scripture.
• Understand that every Change Church employee contributes to the mission of helping people change their lives through the Gospel so they can change the world and is considered a spiritual leader within the church.
• Commit to pray for the First Family, leadership, and membership of Change Church.
• Lead in generosity to the church through consistent giving of tithes and offerings.
• Champion, support, and advocate for the vision of the church.

Essential Functions and Responsibilities

General Expectations

• Serve in excellence by being early and prepared for all scheduled meetings.
• Establish and foster exemplary relationships with staff, non-staff workers, church members, vendors, and the community, representing Change Church with integrity, professionalism, and warmth.
• Demonstrate a servant’s heart and a willingness to support organizational needs beyond assigned workflows when appropriate.
• Contribute to cultivating a healthy, honor-driven, growth-oriented, and spiritually strong organizational culture.

Executive & Personal Support

• Provide high-level day-to-day administrative and personal support across ministry, marketplace, travel, and all other appropriate responsibilities.
• Anticipate needs and proactively coordinate details, resources, appointments, information, and logistics necessary for effective execution.
• Manage appropriate personal administrative responsibilities and appointments with the same discretion, organization, and excellence applied to ministry and organizational matters.
• Learn and maintain awareness of preferences, rhythms, routines, and support needs to provide increasingly proactive and seamless assistance.
• Reduce unnecessary administrative burden by resolving routine matters, gathering information, coordinating details, and appropriately routing issues before they reach the Lead Pastor.
• Maintain strict confidentiality regarding all personal, family, pastoral, organizational, and sensitive matters encountered through the role.

Strategic Calendar & Priority Management

• Own the day-to-day administration and accuracy of the leader’s master calendar across ministry, marketplace, travel, and personal commitments.
• Coordinate meetings, appointments, speaking engagements, travel blocks, preparation time, personal commitments, and other scheduled responsibilities.
• Evaluate scheduling requests in light of established priorities, existing commitments, preparation requirements, travel demands, and appropriate margin.
• Protect appropriate time for sermon and content preparation, executive leadership responsibilities, strategic work, personal commitments, rest, and recovery.
• Recognize when a schedule may be technically possible but operationally unwise and proactively recommend alternatives or adjustments.
• Identify scheduling conflicts, overextension, insufficient transition time, and other calendar risks before they become problems.
• Partner with the Pastoral Office Director when competing priorities require executive-level direction or when significant adjustments to the Lead Pastor’s commitments should be considered.
• Maintain appropriate scheduling buffers and transition time surrounding high-impact meetings, speaking engagements, travel, and other significant commitments.
• Prepare daily, weekly, and forward-looking calendar overviews as needed to ensure readiness and alignment.

Communication & Correspondence

• Manage, organize, and appropriately filter incoming requests and communications directed to the Lead Pastor.
• Help determine what requires the leader’s attention, what can be addressed administratively, and what should be routed to another leader or department.
• Draft, edit, prepare, and coordinate correspondence on behalf of the leader as assigned, maintaining the appropriate voice, tone, professionalism, and discretion.
• Track communications requiring response or follow-up and ensure commitments do not remain unresolved.
• Serve as a professional and hospitable point of contact for staff, ministry leaders, external organizations, partners, guests, and others interacting with the Lead Pastor’s office.
• Protect appropriate access while ensuring people are treated with dignity, responsiveness, and care.
• Meetings, Briefings & Follow-Through
• Ensure the office is appropriately prepared for meetings, appointments, engagements, events, and other commitments.
• Prepare or coordinate briefing materials that provide relevant context, including meeting purpose, participants, background information, previous discussions, decisions needed, and expected outcomes when appropriate.
• Coordinate agendas, documents, presentations, itineraries, talking points, and other materials required for scheduled commitments.
• Attend designated meetings when requested to capture decisions, commitments, action items, and necessary follow-up.
• Track delegated tasks, commitments, and follow-up items originating from meetings or conversations and ensure they are appropriately routed and completed.
• Anticipate upcoming commitments and begin preparation sufficiently in advance rather than relying on last-minute execution.

Travel, Engagements & Logistics

• Coordinate travel arrangements, accommodations, ground transportation, itineraries, and related logistics as required.
• Manage travel details from initial planning through completion, ensuring arrangements are accurate, confirmed, and appropriately communicated.
• Prepare comprehensive itineraries that account for travel time, transitions, meetings, speaking engagements, accommodations, transportation, and other relevant details.
• Coordinate with hosts, event organizers, internal teams, travel partners, and other stakeholders to confirm expectations and ensure seamless execution.
• Anticipate and coordinate readiness needs for travel, engagements, meetings, and other commitments, ensuring necessary resources, materials, preferences, and logistical details are prepared in advance.
• Maintain organized systems that support recurring travel and engagement needs, allowing essential items and resources to be prepared and replenished efficiently.
• Monitor travel plans and proactively respond to delays, cancellations, schedule changes, or other disruptions.
• Think beyond transportation and lodging to ensure the team is appropriately supported before, during, and after travel.

Ministry & Marketplace Engagement Coordination

• Manage administrative coordination related to invitations, bookings, speaking engagements, appearances, ministry opportunities, marketplace engagements, and other external requests.
• Gather necessary information regarding potential engagements to support appropriate review and decision-making.
• Coordinate accepted engagements with hosts and relevant internal stakeholders to ensure expectations, schedules, travel, hospitality, production needs, and other details are clearly understood.
• Maintain accurate records of invitations, accepted engagements, declined opportunities, pending requests, and necessary follow-up.
• Ensure commitments made regarding engagements are communicated to the appropriate internal teams with sufficient time for preparation and execution.

Executive Office Coordination

• Work closely with the Pastoral Office Director to maintain alignment around priorities, schedule, commitments, and support needs.
• Coordinate with staff and other support functions as necessary to execute plans and logistics; such coordination does not constitute supervisory authority.
• Maintain organized digital and physical records, files, documents, receipts, travel information, and other materials.
• Process and track assigned expenses, purchase requests, reimbursements, receipts, and administrative documentation in a timely manner.
• Develop and maintain administrative systems, templates, checklists, and workflows that improve consistency, preparation, communication, and execution.
• Identify recurring administrative friction or inefficiencies and recommend improvements to the Pastoral Office Director.
• Support special projects, initiatives, events, conferences, intensives, and other assignments as requested.

Presence & Representation

• Represent the Lead Pastor and Pastoral Office with professionalism, excellence, discretion, warmth, and sound judgment.
• Establish and maintain strong working relationships with staff, ministry leaders, Dream Teamers, external partners, guests, and community stakeholders.
• Exercise appropriate judgment regarding what information should be shared, with whom, and at what time.
• Remain flexible and responsive to the changing needs of the Lead Pastor and Pastoral Office while maintaining organization and composure.
• Serve in excellence by being prepared, responsive, punctual, and attentive to details surrounding all assigned responsibilities.
• Demonstrate a servant’s heart and willingness to support additional responsibilities as needs arise in advancement of the mission of Change Church.

Ministry Presence

• Serve as a visible presence during weekend worship experiences, major gatherings, conferences, and church-wide initiatives.
• Represent Change Church with spiritual maturity, professionalism, humility, wisdom, and excellence.
• Support the Lead Pastor and executive leadership during significant ministry opportunities, transitions, or organizational needs.

Other related duties as assigned.

Supervisory Responsibilities

• None

Key Partnerships

• Pastor of Executive Office
• CAO
• Lead Pastor’s Office Staff

Pay Transparency Notice: Change Church, Inc. is committed to transparency and equity in compensation. The anticipated annual salary range for the Executive Assistant is $75,000–$85,000 , commensurate with relevant experience, qualifications, skills, and demonstrated ability to perform the responsibilities of the role.

Change Church offers a comprehensive benefits package that includes, but is not limited to:

• Medical, dental, and vision insurance
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options
• 401(k) retirement plan
• Paid time off (PTO)
• Paid holidays

Equal Employment Commitment: Change Church, Inc. is an equal opportunity employer.

Applicant Rights & Required Notices

Requirements

Qualifications

• Bachelor’s degree in Business Administration, Communications, Organizational Leadership, Hospitality, Ministry, or a related field preferred; equivalent combination of education and relevant experience will be considered.
• Minimum of 7 years of progressive executive administrative support experience, with demonstrated experience supporting a senior executive, CEO, founder, senior pastor, public-facing leader, or similarly high-demand principal strongly preferred.
• Demonstrated experience managing complex, high-volume calendars, competing priorities, appointments, meetings, travel, and rapidly changing schedules with a high degree of accuracy and independent judgment.
• Experience coordinating complex domestic travel and executive logistics, including transportation, accommodations, detailed itineraries, hospitality, and last-minute changes. Experience coordinating private or executive-level travel is preferred.
• Demonstrated ability to provide both professional executive support and appropriate personal administrative support with exceptional discretion, maturity, and boundaries.
• Proven ability to anticipate executive needs, identify potential scheduling or logistical issues, recommend solutions, and operate proactively with limited direction.
• Exceptional written and verbal communication skills, including demonstrated ability to prepare professional correspondence, briefings, itineraries, meeting materials, and executive-level communications.
• Strong interpersonal and emotional intelligence with the ability to interact effectively with executive leaders, pastors, staff, high-profile guests, external partners, vendors, and individuals from diverse backgrounds.
• Demonstrated ability to manage highly confidential, sensitive, personal, pastoral, and organizational information with exceptional discretion and integrity.
• Advanced proficiency with calendar, email, document, presentation, communication, and task-management technology; demonstrated ability to quickly learn and leverage new systems and digital tools.
• Strong organizational and project-management skills with demonstrated ability to track multiple commitments, deadlines, details, and follow-up items simultaneously.
• Ability to remain composed, responsive, resourceful, and solutions-oriented in a fast-paced environment where priorities, schedules, and circumstances may change with little notice.
• Ability and willingness to maintain a flexible schedule based on the needs of the Lead Pastor, including occasional evenings, weekends, travel, and schedule adjustments associated with ministry events, speaking engagements, and other responsibilities.
• Experience supporting a senior leader within a church, ministry, nonprofit, entrepreneurial, entertainment, hospitality, or other high-touch/high-visibility environment is preferred.