Description

OUR MISSION

The mission of the Eastern Star Church (ESC) ministry is evangelism and discipleship. We are committed to the great commission instituted by Jesus Christ which is to nurture and save souls (Matthew 28:18-20). Everything we do through the Department of Ministries is to live out the vision that the Lord has given to our church family. 

YOUR ROLE IN OUR MISSION

This position will offer support to the Executive Director of Ministries (EDOM) and designated staff. The position must provide a high level of discretion and confidentiality in communications. The Executive Assistant performs tasks requiring considerable latitude for judgment and initiative in a fast-paced and dynamic environment. The position will manage multiple relationships; both internally and externally. The incumbent will be required to understand organizational governance in fulfillment of their duties. The incumbent will be responsible for the management of organizational policies and procedures and must have excellent organizational and time management skills. The position also coordinates, facilitates, and administers activities under the assigned executive’s division to ensure operational and administrative responsibilities are met. Further, the position supports the executive and designees in the completion of special projects.

PRIMARY RESPONSIBILITIES 

Manage pertinent details by staying focused on ever-changing priorities and planning with anticipation, presenting a work product that is of excellence, being abreast of current events, and remaining well-versed and knowledgeable of internal policies and procedures.

• Prepare daily agenda and review with Chief Ministry Officer.
• Check Breeze for DOM assignments.
• EMS Room Scheduling.
• General Office Procedures.
• Work with Chief Ministry Officer’s calendar and schedule meetings via conference call, Microsoft Teams, Zoom, or in person.
• Plan and organize events such as leadership meetings, staff meetings, business luncheons, etc.
• Create agenda/itinerary for department meetings.
• Prepare meeting and training presentations using software such as PowerPoint, Google Slide, Canva, etc.
• Prepare and distribute meeting notes.
• Attend meetings on behalf of the Chief Ministry Officer.
• Assemble, organize, and format information to assist in review by the Chief Ministry Officer.
• Proofread/review any and all documents prepared by the Chief Ministry Officer or by you before distribution.
• Check and respond to emails and leadership queries.
• Make executive decisions in the absence of the Chief Ministry Officer.
• Coordinate travel, accommodation, itineraries, and all other correspondence related to travel.
• Pick up daily mail and distribute it to the department.
• Ordering office supplies, equipment, and snacks for the department and ministries related to the Department of Ministries.
• Coordinate committees and groups at the direction of the Chief Ministry Officer.
• Prepare New Hire Checklist and Onboarding Packet for new staff.
• Complete the off-boarding checklist, and collect keys and laptop.
• Prepare and distribute interview guides.
• Prepare notes during prospective employee interviews.
• Collect all requisitions every week by Tuesday to be signed by Chief Ministry Officer and sent to the Finance department for processing by 12 noon on Wednesday.
• Check requisitions for accuracy.
• Check run is Thursday, at 3 pm. Make sure Chief Ministry Officer signs checks.
• Reconcile Master Card charges after the 30th of the month on the Master Card portal.
• Work with a budget.
• Oversee special projects for the DOM.
• Prepare expense reports as it relates to the DOM department.
• Other duties as assigned.

Requirements

 QUALIFICATIONS AND IDEAL CHARACTERISTICS

· Associate’s Degree in Business Administration or equivalent

· At least 5 years of administrative experience.

· Strong organizational and administrative skills.

DESIRED RELATIONAL SKILLS

• A mature walk with Christ, evidenced by strong and well-articulated testimony, personal spiritual discipline, consistency in public and in private, a commitment to moral purity, healthy relationships with others, and healthy relationships with spouse and family (if married).
• Ability to think critically, using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems; organize, plan, and prioritize work, and manage time while orienting on details with an innate ability to multitask and work well in a fast-paced environment while being flexible.
• Strong written and verbal communication skills to communicate effectively with administration, supervisor, staff, volunteers, congregation, and the community. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before small and large groups. Ability to effectively read, interpret, and present information to top management, the congregation, volunteers, and the community.
• Knowledge of word processing, desktop publishing, and spreadsheets. Ability to operate a personal computer, calculator, copy and fax machines, etc. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical demands described here are representative of, but not limited to, those that must be met by an employee to perform the vital functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Must be able to stand, walk, sit; use hands to reach, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk and hear. 
• Must be able to lift up to 20 pounds. 
• Must be able to observe an area that can be seen up or down or to the left or right while eyes are fixed on a given point.