What are the responsibilities and job description for the TrailKids Administrative Assistant position at Preston Trail Community Church?
Benefits:
- On-site Childcare
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
- Wellness resources
- 401(k)
- Dental insurance
- Employee discounts
JOB OVERVIEW
- The TrailKids Administrative Assistant provides vital support to the TrailKids Pastor and children’s ministry team. This role manages systems, logistics, and administrative processes that ensure kids, parents, and volunteers experience excellence at every touchpoint. By keeping details organized and data accurate, the Admin Assistant helps families connect, volunteers thrive, and the mission of Trail Kids move forward with impact. This role conveys the core beliefs and teachings consistent with Preston Trail Community Church while communicating and leading others to grow in their faith.
SPECIFIC DUTIES
Administrative Support
Administrative Support
- Provide direct administrative support to the TrailKids Pastor and children's ministry teams
- Manage calendars, communication, and scheduling for TrailKids events and initiatives
- Assist with project management, documentation, and follow-up for team priorities
- Help ministry leads set yearly budgets, give quarterly updates to TrailKids Pastor, and evaluate spending needs and adjustments
- Order recurring supplies for large ministries
Systems & Data Management
- Manage Planning Center, color groups, and other church database systems for TrailKids
- Ensure accuracy and integrity of family and volunteer data
- Track assimilation, attendance, and engagement to measure ministry effectiveness
- Create reports and dashboards to support decision-making and evaluate strategies
Assimilation & Engagement
- Support TrailKids Connections Coordinator, ensuring families are accepted and expected
- Manage TrailKids assimilation systems, including new family follow-up and volunteer onboarding processes
- Track and evaluate engagement strategies that help move people from guests → participants → fully engaged
- Support TrailKids connection events, retreats, and milestone experiences with logistics and administrative coordination
Team & Volunteer Support
- Build and manage volunteer admin teams as needed to support ministry processes
- Collaborate with staff and volunteers to ensure excellence in communication, hospitality, and follow-up
Event & Program Support
- Provide logistics and administrative coordination for TrailKids events
- Handle communication, registration, and follow-up
- Ensure smooth execution of recurring ministry programs
QUALIFICATIONS
- Alignment with Preston Trail’s mission, beliefs, and values (About Us)
- Committed to our team values: Self-Leadership, Positive Attitude, Team Mindset, Healthy Relationships, High Performance
- Must complete our assessment here within 2 business days of applying to be considered further
- Strong organizational, proactive, and detail-oriented work style
- Critical thinking and problem-solving skills
- Proven project management and administrative experience
- Ability to learn and manage systems quickly and effectively
- Leader of leaders with a heart to recruit, equip, and empower volunteers
- Excellent judgment, discretion, and confidentiality
- Flexibility and ability to pivot as ministry needs change
- College degree preferred
ORGANIZATIONAL RELATIONSHIPS
MINISTRY TEAM(s): Next Gen, TrailKids
REPORTS TO: TrailKids Pastor
REPORTS TO: TrailKids Pastor
EMPLOYMENT CLASSIFICATIONS
- Category: Full-time
- Number of Hours: 40
- Ministerial Classification: Non-Ministerial
- Exempt/Non-Exempt: Non-Exempt
- Employee Class: Administrative
- Weekends Required: Yes
- Onsite Required: Yes
- Commissionable: No