Executive Assistant

OVERVIEW

The Executive Assistant serves as a strategic ministry partner to the Lead Pastor and provides high-level administrative, organizational, and project management support to the Executive Team. This role functions as an extension of the Lead Pastor - shadowing him on Sundays and throughout the week, actively discerning follow-up needs, capturing decisions, and ensuring timely and thorough execution. In addition, the Executive Assistant will coordinate and manage key rhythms of staff life, including staff meetings, retreats, celebrations, staff practices, and other events that contribute to a healthy and aligned staff culture.

This role is responsible for driving tasks, projects, and events to completion by managing timelines, aligning logistics, and ensuring effective communication and follow-through on behalf of the Executive Team.

S/he is a self-aware, spiritually mature disciple as embodied by our five marks: spiritually deep, gospel fluent, emotionally mature, culturally intelligent, and missionally engaged. S/he is a humble servant whose gentleness, compassion, and courage remind others of Jesus. S/he lives a multi-ethnic life, demonstrated through friendships and a willingness to welcome cross-cultural experiences and learning as a way to know and love God deeper.

You are both detail-driven and relationally intuitive, equipped to manage complex tasks while building trust with those you serve. You’re a proactive problem solver who uses foresight, resourcefulness, and tenacity to move projects to completion. You naturally anticipate what needs to be done and take initiative to follow through without needing to be asked. You communicate with humility and respect, especially when navigating challenges.

You check assumptions, lean into difficult conversations with grace, and work diligently toward healthy, collaborative solutions. You’re not afraid to use your voice to name inconsistencies, offer clarity, and help keep the team aligned and accountable, while also guarding confidentiality with the utmost care. You think several steps ahead and thrive on creating order out of complexity. Above all, you could use your administrative and leadership gifts in any industry, but you choose to invest them in the Kingdom of God.

You find joy and purpose in supporting ministry, strengthening the local church, and seeing the Gospel take root and bear fruit in people’s lives.

• Shadow the Lead Pastor on Sunday mornings (when he is teaching) and attend midweek meetings as requested alongside or on behalf of him for the purpose of protecting his time and ensuring follow-up.

• Manage external speaking requests, ministry collaborations, and related logistics.

• Post Poema weekly.

• Work with the Executive Pastor to plan and execute staff events (meetings, retreats, conferences, celebrations, etc.), including travel arrangements, lodging, and logistical coordination.

• Support the Executive Pastor of Ministries with projects.

• Provide warm, professional hospitality for guest speakers and visitors.
  Arrange food, hospitality, and setup details for executive-level meetings. Coordinate meal schedules for Elderteam meetings.

• Drive tasks, projects, and events to completion by managing timelines, aligning logistics, and ensuring effective communication and follow-through.

• Suggest more efficient ways to organize and execute ministry.

• Manage Executive Team calendars and handle requests for meetings.

• Assist in creating agendas and meeting summaries, keep track of next steps, decisions, and follow-up as necessary.

• Research various topics as needed for key projects and initiatives.

• Order books, supplies and other materials.

• Provide executive summaries for webinars, podcasts, and other virtual recordings.

• Manage expenses, receipts, mileage, and reimbursements on behalf of the Executive Team.

• Protect the executive team’s time and energy by deciding who and what comes to their attention, including emails, invitations, and meeting requests.

• Engage other ministry leaders, staff, and community leaders on behalf of the…