Administrative Assistant - EPS

Administrative Assistant to the Executive Pastor of Strategy

Please note: All applicants must be, or be willing to become, members of Brookwood Church.

Full-Time

Position Summary

The Administrative Assistant to the Executive Pastor of Strategy provides high-level administrative, organizational, and relational support while also serving as the primary coordinator for community-facing (non-ministry) events. This role is essential to the effective execution of strategic initiatives, cross-ministry collaboration, and meaningful engagement with the surrounding community.

The ideal candidate is exceptionally detail-oriented, proactive, people-focused, and able to manage confidential information with discretion. This position requires flexibility, strong communication skills, and the ability to balance executive-level support with hands-on event coordination.

Key Responsibilities

Executive & Strategic Support

• Provide direct administrative support to the Executive Pastor of Strategy, including calendar management, scheduling, meeting preparation, and follow-up.
• Support strategic planning processes by organizing materials, tracking action items, and managing timelines and deliverables, including:
  • Ministry action planning (scheduling meetings, developing schedules, managing communication and notes)
    • Goals for ministries and operational departments
  • Ministry planning support, including:
    • Budget planning
    • Master calendar development
• Prepare correspondence, reports, presentations, and briefing materials as needed.
• Serve as a liaison between the Executive Pastor of Strategy, staff, ministry leaders, and external partners.
• Develops and maintains blueprints for events and initiatives within assigned areas of responsibility.
• Additional duties as assigned.

Communication & Organization

• Manage incoming and outgoing communication (email, phone, requests), ensuring timely responses and appropriate follow-up.
• Maintain organized digital and physical files, including strategic documents and records.
• Coordinate meetings, retreats, and trainings by managing agendas, notes, and logistics.
• Manage HUB requests and related coordination.

Human Resources & Staff Support

• Partner with Human Resources to support staff-related logistics, including:
  • Scheduling staff meetings
  • Coordinating staff events (Tailgate, Christmas Party, etc.)
  • Managing holiday schedules

Community Event Coordination

• Serve as a primary point of contact for community partners and external organizations.
• Plan, coordinate, and execute non-ministry community events, including:
  • Rotary and school-related events
  • Community trainings (DSS, Police, Schools, Guardian ad Litem, etc.)
  • Miscellaneous strategic events
• Manage event timelines, logistics, registrations, room reservations, vendors, volunteers, and supplies.
• Partner with ministry leaders, communications, and facilities teams to ensure events are well-executed and welcoming.
• Oversee event communication, promotional support, and post-event follow-up.

Financial & Administrative Oversight

• Assist with budgeting, expense tracking, purchase requests, and reimbursements related to strategic initiatives and events.
• Track contracts, invoices, and event-related expenses.
• Support strong stewardship of resources through accurate recordkeeping and attention to detail.

Working Conditions

• Full-time position.
• Occasional evenings and weekends required to support events and strategic initiatives.
• Office-based role with frequent interaction across departments and community partners.
• Must pass a background check and comply with church policies.

Qualifications

Required Qualifications

• Strong administrative, organizational, and time-management skills with exceptional attention to detail.
• Demonstrated ability to support executive-level leadership with professionalism and discretion.
• Excellent written and verbal communication skills.
• Highly relational with a service-oriented mindset.
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Proficiency with standard office software and ability to learn internal systems.

Preferred Qualifications

• Experience supporting senior leadership or executive-level roles.
• Experience planning and coordinating events, preferably in a church, nonprofit, or community setting.
• Familiarity with project management or strategic planning processes.
• Alignment with the mission and values of the church.