What are the responsibilities and job description for the Executive Assistant position at Victory Church?

RESPONSIBILITIES (INCLUDING BUT NOT LIMITED TO)

Manage the Campus Pastor’s calendar, scheduling requests, invitations, appointments, and commitments; identify conflicts and recommend solutions before confirming changes.
Protect time for sermon preparation, study, prayer, strategic planning, family commitments, and appropriate breaks as directed by the pastor.
Prepare a clear daily and weekly schedule with locations, contacts, travel time, meeting purposes, and necessary materials; communicate changes promptly.
Coordinate reservations, meals, travel, itineraries, and hospitality for ministry commitments and approved pastor and family events; confirm preferences with the pastor and Aubri when appropriate.
Maintain organized contact lists, files, records, and office supplies. Keep the pastor’s office clean, welcoming, and ready for meetings and services.
Prepare agendas, background information, documents, and briefing notes for the pastor’s meetings; confirm participants, locations, equipment, and hospitality.
Coordinate with the ECD to prepare for staff meetings and review the agenda with the Campus Pastor and ECD in advance.
Attend and assist with staff meetings, campus support meetings, Norcross meetings, and other assigned gatherings; help facilitate when requested.
Record key decisions, action items, responsible parties, and due dates; distribute staff notes, generally by Thursday, and follow up on outstanding items.
Coordinate scheduling and RSVPs for meetings and events hosted by the pastor’s office.

WEEKEND SERVICES AND PASTORAL HOSPITIALITY

Prepare the pastor’s office and requested hospitality before Sunday services, including tea and other approved supplies.
Attend the Sunday staff huddle and production meeting as scheduled; remain accessible throughout assigned services and transitions.
Attend the 9:00 a.m. and 11:00 a.m. services when directed, while remaining available for the pastor’s needs and the service schedule.
Help the pastor manage transitions between services, including returning to the office approximately 15 minutes before the next service when practical.
Coordinate the pastor’s arrival, movements, and relevant service details with Life Safety and the appropriate campus leaders.
Assist the Granado family with children’s check-in when requested and consistent with church child safety procedures.
Collect names and contact information from conversations after services, protect personal information, and organize timely pastoral follow-up.

COMMUNICATIONS AND CONGREGATIONAL FOLLOW UP

Draft and prepare the Campus Pastor’s congregational email, generally every other week, for the pastor’s review and approval before it is sent.
Prepare approved weekend messages, leadership communications, and scheduled ministry texts, including event reminders and urgent campus updates when requested.
Coordinate quarterly campus leadership emails using information supplied by the appropriate communications or strategic marketing team.
Prepare and publish YouVersion message notes on the agreed schedule, including Saturday when needed; confirm content and accuracy before publication.
Field or route calls and requests from Norcross reception and other contacts, ensuring the appropriate person responds.
Communicate with compassion and professionalism; refer pastoral care, urgent safety concerns, and sensitive matters to the appropriate leader.

ADMINISTRATION AND CAMPUS COORDINATION

Process receipts for the pastor’s assigned card in Ramp; submit accurate documentation and complete expense follow-up on time.
Prepare vendor bills and invoices in Ramp for ECD review and approval; follow established purchasing and financial policies without independently approving expenses outside delegated authority.
Order approved office, kitchen, pastor’s office, and hospitality supplies; monitor inventory and make purchases within authorized budgets.
Coordinate food for worship and production on the established schedule, generally every other week, and contact the designated person monthly regarding volunteer snacks.
Sort and route campus mail, maintain organized administrative records, and support other approved tasks that connect to the pastor’s office.
Coordinate sermon illustrations and props, including sourcing and delivery, as requested by the pastor.
Support the pastor and family’s participation in leadership meetings, staff gatherings, and special events through scheduling and logistical preparation.

QUALIFICATIONS AND SKILLS

Experience in executive assistance, administration, ministry support, or a comparable role; experience supporting a senior leader is preferred.
Excellent calendar management, organization, written and verbal communication, and follow-through; able to manage multiple deadlines and changing priorities.
Comfort using email, calendars, shared documents, spreadsheets, messaging platforms, and expense or purchasing systems; ability to learn tools such as Ramp and YouVersion.
Ability to handle confidential pastoral, personnel, financial, and family information with discretion and appropriate boundaries.
Ability to work independently, exercise sound judgment, anticipate needs, and recognize when a decision requires approval or escalation.
A heart for serving people and alignment with Victory’s mission, values, and ministry expectations.

COMPETENCIES

Behavioral Competencies

environment

Victory Church Values

WORK EXPERIENCE REQUIREMENTS

COMPUTER / SOFTWARD EXPERIENCE REQUIREMENTS

planning tools, and communication platforms

ADDITIONAL REQUIREMENTS

Salary : $44,000 - $52,000

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