Administrative Assistant

Administrative Assistant

Position Overview

The Administrative Assistant serves as a vital support to the daily operations and ministry life of the church. This role requires a servant-hearted individual who is organized, hospitable, and committed to helping the church run smoothly so that ministry can thrive. The Administrative Assistant is often the first point of contact for members, guests, and the broader community, making warmth, professionalism, and a genuine love for people essential qualities for this role.

Key Responsibilities

1. Calendar & Scheduling

   1. Maintain and manage the church-wide ministry calendar, coordinating room reservations, event scheduling, and avoiding conflicts across ministries

   2. Communicate calendar updates to staff, ministry leaders, and the congregation as needed

   3. Assist with logistics planning for recurring and special events

2. Membership Database

   1. Oversee and maintain accurate membership and contact records within the church database

   2. Process updates for new members, transfers, and life events (baptisms, marriages, etc.)

   3. Generate reports and directories to support pastoral care and ministry outreach efforts

3. Office Management

   1. Serve as the welcoming face of the church during office hours, greeting visitors, answering phones, and responding to general inquiries

   2. Manage incoming and outgoing mail and email correspondence

   3. Ensure the reception area reflects the hospitality and warmth of the church community

   4. Oversee, train, and coordinate volunteers for front desk

4. Executive Assistant

   1. Provides high-level administrative support to the Lead Pastor by managing schedules

   2. Coordinating communications and meetings

   3. Preparing agendas and materials, tracking follow-up actions, and maintaining organized records. 

   4. The role also supports church events and initiatives while protecting the pastor’s priorities and handling sensitive information with discretion.

5. Volunteer Screening

   1. Administer and oversee the volunteer screening process through Ministry Safe, including background checks and training compliance

   2. Track screening status for all volunteers and follow up on outstanding requirements

   3. Maintain confidential records in accordance with church policy and best practices for child and congregant safety

6. Stewardship & Administration

   1. Develop and manage the ministry budget with transparency and fiscal responsibility

   2. Track and report on ministry outcomes, community partnerships, and event effectiveness

   3. Ensure all financial decisions reflect good stewardship of the resources entrusted to the church

Qualifications

1. Faith & Character

   1. A committed follower of Jesus Christ with an active, growing faith

   2. Agreement with the church's statement of faith and a heart for its vision and values

   3. A demonstrated pattern of integrity, discretion, and care for others

2. Skills & Experience

   1. 2+ years of administrative, office management, or related experience preferred

   2. Proficiency with standard office software (Microsoft Office, Google Workspace, or similar)

   3. Experience with church management software (Planning Center is a plus

   4. Familiarity with Ministry Safe or similar volunteer screening platforms preferred

   5. Strong written and verbal communication skills

   6. Excellent organizational skills with the ability to manage multiple priorities

3. Personal Qualities

   1. Warm, approachable, and genuinely hospitable

   2. Trustworthy in handling sensitive and confidential information

   3. A team player who supports staff and ministry leaders with a servant's heart

   4. Self-motivated and able to work independently with minimal supervision

Ministry Impact

The Administrative Assistant plays a foundational role in the health and effectiveness of the church. By keeping operations organized, welcoming people well, and ensuring that volunteers and children are cared for safely, this role creates the conditions for ministry to flourish. The work done in this position — though often behind the scenes — directly supports the church's calling to make disciples, serve families, and love its community well.