Executive Assistant to Sr. Pastor

Position Summary: The Executive Assistant will provide comprehensive administrative support across multiple areas, ensuring efficient operations and seamless communication within the organization. This role will manage various day-to-day responsibilities including coordinating incoming calls, emails, and correspondence, supporting the Senior and Executive Pastors with calendar management, travel, and expense reporting, and handling the organization of meetings and events. Additionally, the position will contribute to the church’s ministry and staff operations by assisting with sermon preparation, supporting the Men’s Ministry activities, supporting the Elder team, and collaborating with HR on staff events.

Key Responsibilities: 

• Manage incoming calls, emails, and correspondence efficiently.
• Support executives with calendar management, travel arrangements, and expense reporting.
• Reserve and prepare Executive Conference Room and other meeting spaces and arrange for meals or refreshments as needed. 
• Attend weekly Executive Team meetings, keeping the notes current (and archives), making them accessible to others for additions to ministry updates.
• Process mail and place supply orders.
• Contribute to the organization and execution of various church-wide activities and initiatives, fostering a positive culture.
• Produce, print, and post weekly sermon notes.
• Produce and prep sermon slides.
• Prepare for Better Man sessions by reserving space, lining up tech support, developing a promotional plan, communicating with attendees from previous years, set up online registration, and order supplies.
• Produce, print, and post weekly Better Man outlines; prep slides and upload for use by tech support.
• Upload links to each week's Better Man video recording and outline on the Men's Ministry or other landing page.
• Coordinate monthly Elders dinner meeting, produce and distribute meeting calendar with Zoom link, maintain confidential Elder notes file. 
• Circulate annual Conflict of Interest forms and other compliance materials via e-signature for Finance department and auditors. 
• Publish Elder candidate announcements and monitor follow-up prior to official addition to the board.
• Manage Staff Prayer Leader Calendar.
• Distribute/post staff Communication as needed (email and Workplace Chat).
• Partner with HR in arranging Staff Lunch / Meeting / Retreat.
• Coordinate celebration of Staff Workiversaries.

The above summary represents the major tasks and duties. This is not intended to be an exhaustive list of all responsibilities. Therefore, the employee may perform other related tasks as needed to support the Venture ministry team as a whole.

Qualifications – Education, Skills, Experience: 

• Minimum of 5 years’ experience as Executive Administrator.
• Ability to multitask and prioritize effectively in a fast-paced, dynamic environment.
• Outstanding interpersonal, written and verbal communication skills; ability to draft clear and professional correspondence.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and/or Microsoft Office Suite.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Exceptional organizational and time-management skills with strong attention to detail.

Additional Expectations: 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to see, talk, and hear. The employee frequently is required to stand, walk, and reach with hands and arms. The ability to lift 25 lbs., open filing cabinets and bend, stand, or climb on step ladders as necessary.

Work Schedule: Monday - Friday, generally 8:30 am – 5:30 pm. Schedule flexibility to meet position and program requirements. Schedule may change based on ministry and organizational needs.