Executive Admin Office Coordinator

Position Summary:

This is a part-time, 25 hours per week position supporting the Executive Director of Operations and the Executive Pastor of Ministries in managing emails, calendars, and meetings, as well as assisting with the ministry planning and budget process. This position also provides office management and reception support to New City staff at City Co-Op.

Essential Duties and Responsibilities:

Calendar & Email Management

• Manage inboxes and calendars for executive leaders.
• Plan and schedule meetings, including preparing agendas, tracking action items, compiling briefing forms for Operations and Leadership Teams, and coordinating catering.
• Coordinate with other admins and the People & Culture Director to develop meeting calendars and cadence.

Ministry Planning & Budget Process

• Support the winter/spring budget and ministry planning process by maintaining organization and communicating timelines and deliverables with cost center owners.
• Support summer/fall elder and congregation communication by keeping the process organized and on track.
• Assist with annual budget recommendations and preparations.

Reception / Front Desk

• Greet and welcome visitors when scheduled and manage incoming mail and packages.
• Maintain a clean, organized, and welcoming reception area.
• Manage the New City virtual phone line and route voicemails appropriately.

Office Coordination

• Maintain inventory of office supplies and place orders as needed.
• Keep kitchen snacks and Bevi machine stocked and tidy

Miscellaneous

• Assist in planning and coordinating events, meetings, and special services as needed.
• Prepare slide decks and presentation materials.
• Manage expense reports, invoices, and receipts.
• Conduct research and provide concise executive summaries.
• Coordinate travel arrangements as needed.
• Order supplies from Amazon and other vendors as needed.
• Support additional projects and assignments as they arise.

Spiritual Requirements:

• Must be a professing Christian.
• Personal alignment to the Statement of Faith of the Evangelical Free Church in America.