Administrative Assistant

Position Summary

The Administrative Assistant provides high-level administrative, operational, and ministry support to both the Pastoral Care and Experience Departments. This role ensures the smooth execution of daily operations, ministry initiatives, and guest experiences by managing schedules, communication, events, and departmental systems. The ideal candidate is organized, proactive, and tech-savvy, with a strong attention to detail and a heart for people and ministry. They thrive in a fast-paced environment, value excellence, and serve with a spirit of humility and teamwork.

Key Responsibilities

Administrative & Operational Support

• Manage calendars, appointments, and meetings for the Campus Pastors.
  
• Prepare reports, meeting agendas, notes, correspondence, and follow-up action items.
  
• Compile and prepare reports on Pastoral Care activities, including tracking visits, support provided, and ministry outcomes.
  
• Coordinate travel, ministry logistics, and event scheduling.
  
• Track departmental expenses, process reimbursements, and assist with budget management.
  
• Maintain organized digital and physical filing systems with confidentiality and accessibility
  

Communication & Coordination

• Serve as the first point of contact for inquiries directed to the Campus Pastors.
  
• Facilitate clear communication between departments, ministry teams, volunteers, and external partners.
  
• Draft, edit, and proofread correspondence, newsletters, and ministry materials.
  
• Handle sensitive information with professionalism, discretion, and care.
  

Program, Event & Service Planning

• Assist in planning, coordinating, and executing church services, ministry events, and outreach activities.
  
• Manage registration lists, attendance, and participant communication.
  
• Support logistics such as room setup, catering, materials, and A/V coordination.
  
• Collect and analyze post-event feedback to improve processes and participant experience.
  

Database, Record & Budget Management

• Maintain accurate and confidential pastoral care records, prayer requests, and follow-up logs.
  
• Update and track ministry-related data in church management software (e.g., Planning Center,  Asana, or CCB).
  
• Assist in maintaining participant databases, CRM tools, and survey responses.
  
• Assist with processing invoices, tracking expenses, and maintaining accurate records of the department's budget and financial transactions.
  

Volunteer & Ministry Support

• Support volunteer and ministry teams with scheduling, communication, and training coordination.
  
• Assist in onboarding new ministry leaders or volunteers alongside the Campus Pastors.
  
• Manage engagement touchpoints that strengthen volunteer relationships and participant connection.
  

Project & Experience Enhancement

• Partner with the Head of Experience to develop systems that improve guest and volunteer engagement.
  
• Collect testimonials, photos, and stories for communication and outreach.
  
• Track project timelines, deliverables, and outcomes for ongoing initiatives.
  

Work Environment

• Primarily office-based with occasional evening or weekend hours for ministry events.
  
• Occasional lifting (up to 50 lbs) and participation in event setup may be required.
  
• Promote a culture of excellence, hospitality, and joy in all church and departmental activities.
  

Requirements

Qualifications

• A personal and growing relationship with Jesus Christ and alignment with the church’s mission, vision, and values.
  
• Minimum of 2 years’ experience in administrative, coordination, or customer experience roles (ministry or nonprofit experience preferred).
  
• Strong organizational and multitasking abilities with attention to detail.
  
• Excellent written and verbal communication skills.
  
• Proficiency in Microsoft Office Suite and/or Google Workspace; experience with church or project management software a plus.
  
• Ability to maintain confidentiality and demonstrate professionalism.
  
• Servant-hearted, flexible, and team-oriented mindset.
  

Preferred Skills

• Experience in event planning, communications, or community engagement.
  
• Background in nonprofit or ministry administration.
  
• Ability to thrive in a dynamic, fast-paced environment and adapt to changing priorities.
  
• Passion for creating meaningful experiences and fostering community growth.
  
  

Benefits

Benefits

• Medical, Dental, Vision
  
• Accrued Vacation, front-loaded Sick pay, and COVID pay
  
• Retirement Plan Options
  
• Staff Appreciation Days with pay as provided by Leadership
  
• Flex Days as provided by Leadership/ Supervisor