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Woodmen Valley Chapel

Executive Assistant, Office of the Senior Pastor

Woodmen Valley Chapel
Colorado Springs, Colorado, United States

Date Posted: 07/09/2009
Categories: Secretarial/Office
Denominations: Non-Denominational
Church Size: 5001 to 7500
Job Type: Full-Time

Job Description:

The Executive Assistant to the Office of the Senior Pastor is responsible for assisting the senior pastor in the performance of his responsibilities. He/she needs to maintain complete confidentiality, assist as needed in crisis situations, and serve as a helpful and caring assistant to interface with the congregation and the senior pastor. In addition, this assistant will provide administrative support to the OSP. This full-time position reports to the Senior Pastor.


A. Receives and directs telephone calls to the senior pastor's office
1. Answers telephone calls directed to the senior pastor's office and screens calls as appropriate
2. Serves as gatekeeper to the senior pastor, while ensuring people are helped in a friendly and efficient manner
3. Reviews and prioritizes telephone messages and daily mail for the senior pastor
4. Makes telephone calls for the senior pastor, as directed
B. Maintains senior pastor's appointment calendar
1. Makes appointments for the senior pastor, while redirecting those appointments that can be appropriately handled by another pastoral staff member
2. Enters meetings, conferences, and church-wide activities onto the calendar at the senior pastor's request
3. Provides the senior pastor with updated daily, weekly, monthly and yearly calendars
4. Coordinates the WVC preaching schedule, including guest teachers
C. Assists with meeting preparation
1. Aids in preparation for meetings through the production of documents, handouts, reports, meals, reminders, etc., as requested by the senior pastor
2. Supports the executive pastor in the set-up and implementation of agenda for monthly Elder meetings; works with the executive pastor
3. Records meeting minutes, when requested, and assists in ensuring meetings proceed in a professional and timely manner
D. Maintains the senior pastor's files
1. Maintains various types of files and databases for the senior pastor
2. Tracks and reconciles expense account for the senior pastor
E. Performs administrative duties for the senior pastor
1. Reviews and/or drafts the senior pastor's correspondence and answers mail and/or composes letters, as directed
2. Types ministry-related correspondence, reports, minutes, and sermon illustrations
3. Arranges and reserves all ministry-related travel
4. Initiates paperwork and maintains files on WVC copyright issues, as appropriate
F. Coordinates special projects for the senior pastor
1. Takes initiative for new and special projects, as requested by the senior pastor
2. Represents the senior pastor in dealing with members of the congregation, other churches, and the community at large, as required
3. Arranges transportation and hotel accommodations for special guests of WVC
4. Coordinates activities associated with the senior pastor’s writing opportunities
G. Provides administrative support to the OSP, as needed
H. Other duties as requested


A. Education/Experience
1. Must have 3-5 years experience as a senior level administrative assistant
2. Must possess a working knowledge of standard office equipment, including copiers, phone, calculators and fax machines
3. Must demonstrate strong working knowledge of computers and proficiency in software programs, including Microsoft Word, PowerPoint, Outlook, Access, Excel, database systems and use of the Internet
4. Must possess efficient, caring and discerning telephone skills
5. Must have a heart for the ministry of WVC
6. Must possess the desire to aid the senior pastor in fulfilling his responsibilities and lighten his load whenever possible
7. Must demonstrate an ongoing relationship with Jesus Christ through regular prayer, Bible study and worship attendance
8. Must be a member of WVC or a regular attendee who supports the vision and values of WVC, as well as contributes time and tithes

B. Important skills/personal traits needed by the senior pastor's assistant
1. Maintains confidentiality in all situations
2. The gift of hospitality
3. Possesses a helpful, cheerful, diplomatic and caring servant attitude to all
4. Strong organizational skills
5. Is able to prioritize and multi-task, using good time management skills in a fast-paced environment

C. Physical Requirements - This position consists of mostly sedentary work with some light lifting