Administrative Assistant to Pastoral Engagement Director & Department

Job Description

Job Description

Position Summary

The Administrative Assistant for Pastoral Engagement provides high-quality administrative, organizational, and communication support to the Pastoral Engagement department and its Director. This role helps ensure smooth operations, supports pastoral staff in their ministry functions, and contributes to the creation of clear, attractive, and mission-aligned communications and documents. The ideal candidate excels in managing multiple priorities, demonstrates strong technical and interpersonal skills, and thrives in a fast-growing, collaborative ministry environment.

Key Responsibilities

• Provide direct administrative support to the Director of Pastoral Engagement, including managing his email inbox and other digital communications as needed, prioritizing correspondence, preparing drafts or responses as appropriate, and ensuring timely follow‑up on key tasks and communications.
• Provide general administrative support to Director of Pastoral Engagement, including scheduling, document preparation, data entry, and communication management.
• Create, edit, and produce attractive, professional documents, presentations, pamphlets, and other materials from provided content (formatting and layout rather than content creation).
• Maintain and organize records, calendars, and tracking systems for multiple concurrent projects or pastoral initiatives.
• Assist with program coordination, ministry events, volunteer communication, and follow-up activities.
• Interface with the Finance department to track payments for program services on behalf of the Director of Pastoral Engagement.
• Receive facility and vehicle use request forms, check calendar availability, make reservations, and provide confirmation to requestors.
• Communicate effectively in person, by phone, and online with staff, ministry partners, and external professionals.
• Support the adoption and implementation of new software or ministry-related platforms, learning new systems quickly and effectively.
• Contribute to a positive, professional, mission-centered team environment.

Required Qualifications

• Strong proficiency in Microsoft Excel, Microsoft Word, Microsoft platforms and products.
• Ability to learn new programs and ministry-related applications.
• Ability to create visually appealing and well-designed documents.
• Excellent organizational skills with the capacity to manage and track multiple complex tasks simultaneously.
• Effective communication skills, both in-person and online.
• Ability to keep pace with a rapidly growing organization.
• Professionalism and ability to work effectively with other professionals.

Preferred Qualifications

• Experience working in a ministry, nonprofit, or pastoral support environment.
• Experience working as an administrative assistant
• Graphic design or communications experience.

Physical and Environmental Requirements

• Work may include both onsite responsibilities and online administrative tasks.
• Requires adaptability and comfort working in a dynamic ministry environment.
• Ability to remain in a stationary position and work on a computer at a desk for extended periods. Be able to use a computer, keyboard, mouse, and interact with a monitor.
• Ability to walk across variable terrain when assisting at events.
• Ability to travel locally to as needed (valid driver’s license and reliable transportation may be required).
• Ability to occasionally lift and/or move up to 20 pounds.
• Work is performed in office and community settings.