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Woodmont Christian Church

Executive Assistant to the Senior Minister

Woodmont Christian Church
Nashville, Tennessee, United States

Date Posted: 02/14/2018
Categories: Business/Administration
Denominations: Disciples of Christ
Church Size: 1001 to 1500
Job Type: Full-Time

Job Description:

Job Summary

Executive Assistant is responsible for providing direct support to the Senior Minister.  Serves as a helpful and caring liaison that interfaces with the congregation, leadership, and public while providing a positive image. Indirectly supports other leadership and committees.  Works with all staff to ensure smooth daily operations and a successful ministry. Knowledgeable of church mission, practices and ministries. This full-time position reports to the Senior Minister.


Essential Functions:

  • Serves as gatekeeper to the senior pastor, while ensuring people are helped/served in a friendly and Christ centered manner
  • Represents the senior pastor in dealing with members of the congregation, other churches, and the community at large, as required
  • Process/intercept emails, phone calls, speaking requests, lunch requests, meeting requests (business and personal), walk-in requests, etc.
  • Provides the Senior Minister with updated daily, weekly, monthly and yearly calendars
  • Makes appointments for the Senior Minister, while redirecting those appointments that can be appropriately handled by another pastoral staff member
  • Enters meetings, conferences, and church-wide activities onto the calendar at the Senior Minister’s request
  • Aids in preparation for meetings through the production of documents, handouts, reports, meals, reminders, etc., as requested by the Senior Ministers
  • Reviews and/or drafts the senior pastor's correspondence and answers mail and/or composes letters, as directed
  • Edit articles, manuscripts, letter, emails and other written material as needed in support of the Senior Minister
  • 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 Minister.
  • Provides Committee support; specifically, Lay Leadership: Board, Elders, Deacons, Nominating Committee.
  • WCC Board staff contact: Assists Board Chair. Attends Board meetings, record minutes, prepares meeting packets.
  • Update the database(Realm) with the new leaders, committees, group involving the Senior Minister and Leadership
  • Weekly review of people the Senior Pastor needs to call, email, schedule meetings with, thank, or contact. 
  • Function as coordinator managing logistics for all Sr Minister led events, staff retreats, and other meetings, etc.
  • Help coordinate speaking engagement logistics and possible travel arrangements
  • Project Tracking: tracking the steps and contacts of the projects in which the Senior Minister is involved and partnering with the him to make sure all commitments are handled in a timely manner.


Other Responsibilities:

  • Works effectively with office, ministerial and property staff.
  • Schedule Child Dedications, prepare certificates and gifts
  • Schedule and assist with weddings
  • Schedule and assist with funerals
  • Columbarium: provide initial information, secure executed documents, niche assignment, markers
  • Edits publications; assists with printing/assembly when needed
  • Intercept phone calls and redirect to other staff



      Minimum Qualifications

  • Bachelor’s in Business Administration or equivalent experience
  • Church background
  • Flexibility of time; must be available outside of regular office hours.
  • Technology experience: Familiarity with online calendars and cloud systemsMicrosoft Office Suite,  Adobe: Acrobat.                                                            Pluses: Constant Contact or Chimp Mail, Sign-Up Genius, Jotform, church database software, Photoshop, Illustrator, InDesign.
  • Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role
  • Knowledge of office procedures
  • Solid experience with office management systems, ERPs and MS Office
  • Experience using office equipment, including printers.
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work