Executive Assistant to the Senior Pastor

Executive Assistant to the Senior PastorPosition SummaryThe Executive Assistant to the Senior Pastor enhances the Senior Pastor's effectiveness by providing high-level administrative, communication, and organizational support. The Executive Assistant serves as the primary point of coordination for the Pastor’s schedule, correspondence, follow-up, and the execution of priority projects, while representing the Office of the Senior Pastor with excellence, professionalism, and discretion.Primary ResponsibilitiesAdministrative Support & Correspondence●      Drafts, edits, transcribes, and manages written correspondence on behalf of the Senior Pastor.●      Organizes, formats, enters, and maintains digital files, documents, text, and graphics.●      Researches, gathers, and analyzes information to support the Pastor’s decision-making.●      Prepares reports, memos, letters, and internal communications as directed.●      Maintains and updates sermon archives and other key pastoral documents.Calendar, Scheduling & Coordination●      Manages the Senior Pastor’s calendar with a high degree of ownership, including planning, scheduling, and confirming meetings, events, conferences, travel, and calls.●      Ensures calendar integrity by confirming all meetings with a clear purpose, agenda/context, calendar invitation, and Zoom link (if applicable).●      Verifies the purpose and desired outcomes of any meeting request before scheduling.●      Proactively monitors scheduling conflicts, time sensitivity, and travel constraints.●      Communicates immediately when changes or cancellations occur.●      Maintains the church calendar and coordinates across ministries as needed.Communication & Follow-Through●      Serves as a first point of contact for the Office of the Senior Pastor, ensuring timely and professional responses to inquiries from members, leaders, partners, and external stakeholders.●      Distills long email threads and communication into clear action steps, deadlines, and decisions needed from the Senior Pastor.●      Provides proactive support, including prompts for decisions, reminders of deadlines, and follow-up to ensure closure on commitments.●      Tracks outstanding requests, completes follow-through, and ensures no gaps in communication.●      Communicates verbally with the Senior Pastor and leadership team on a regular basis about ongoing work and upcoming priorities.Worship & Publication Support●      Prepares and formats the weekly Sunday bulletin and worship service information.●      Coordinates bulletin submissions to local media when necessary.●      Collaborates with the Worship & Arts ministry on service logistics and communication.Office Management & Collaboration●      Uses systems to maintain confidential files, minutes, and historical records.●      Develops and utilizes filing and retrieval systems for documents and meeting notes.●      Supports project management by assigning tasks to clerical staff and following up on results.●      Collaborates with office staff to ensure smooth and efficient operations.●      Assists with the planning and coordination of special events as directed.Confidentiality & Professionalism●      Protects the privacy of the Senior Pastor and the church by maintaining strict confidentiality in all matters.●      Represents the Office of the Senior Pastor with professionalism, discretion, emotional maturity, and excellent interpersonal communication.Other Duties●      Performs additional assignments at the request of the Senior Pastor.Required CompetenciesExecutive Skills●      Strong written communication and professional correspondence skills.●      Ability to synthesize large amounts of information into concise summaries.●      Excellent organizational and time-management skills.●      Ability to anticipate needs and provide proactive support rather than reactive support.●      Strong attention to detail and accuracy.Responsiveness & Follow-Through●      Consistent and timely response to emails and messages (within agreed-upon timeframe).●      Track record of follow-through to completion without waiting for reminders.●      Ability to manage up by prompting the Senior Pastor for decisions when needed.Technology●      Proficiency in Microsoft Office Suite, Google Workspace, Zoom, and digital calendar systems.●      Comfortable learning new platforms and tools used by the church.Confidentiality & Discretion●      Demonstrated ability to handle sensitive information with professionalism, maturity, and discretion.Interpersonal Skills●      Strong communication skills with church members, leaders, volunteers, and external partners.●      Ability to work calmly under pressure and maintain a positive, service-oriented demeanor.●      Ability to prioritize, pivot, and manage competing demands.Position Requirements●      Ability to work in-person and virtually with consistent communication, including weekly check-ins with the Senior Pastor.●      Availability to respond to email and member inquiries within standard operating windows.●      Commitment to calendar integrity: every confirmed meeting includes a purpose, calendar invite, and appropriate platform link.●      Commitment to follow-up within 24 hours of meeting changes or cancellations.●      Ability to triage meeting requests to determine necessity and clarity before scheduling.●      Demonstrated ability to operate independently and take full ownership of tasks from initiation to completion.●      Commitment to deadlines and timely delivery of assignments.●      Capacity to support a dynamic environment with multiple ministries, events, and stakeholders.Preferred Qualifications●      Previous experience supporting senior leadership in a church, nonprofit, or executive environment.●      Experience in event coordination and project management.●      Familiarity with Baptist polity and church operations.●      Bachelor’s degree or equivalent experience.Work Culture & ExpectationsThis role is highly visible and requires excellence, humility, confidentiality, and an ability to represent the Senior Pastor with warmth and professionalism. Communication and responsiveness are essential. The Executive Assistant is expected to take initiative, provide anticipatory support, and ensure a seamless experience for members and partners interacting with the Office of the Senior Pastor.The position requires in-person office hours at:Third Baptist Church1399 McAllister StreetSan Francisco, CA 94115 To apply, please send your cover letter and resume to:employment@thirdbaptist.org

Salary : $58,000 - $65,000