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Objective
The Executive Assistant is responsible for providing administrative support to the Pastors of Northside Church. The executive assistant position requires confidentiality, strong communication skills, the ability to handle multiple tasks, manage schedules and volunteers, and be flexible with a can-do and will-do attitude to be successful in this role.
Job Duties and Responsibilities
· Coordinate and schedule appointments for the Pastors while redirecting those appointments that another staff member can appropriately handle
· Field phone calls for the Pastor’s office, take messages, and direct them to the appropriate parties when necessary
· Enter meetings, conferences, society and community engagements, and church-wide activities onto the calendar at the Pastors’ request
· Provide the Pastors with updated daily, weekly, monthly, and yearly calendars
· Coordinate travel arrangements and preparation for preaching, speaking, and ministry engagements
· Manage the worship planning document and update information in the Planning Center
· Aid in preparation for meetings and events through the production of documents, handouts, reports, ordered meals, reminders, etc., as requested by the Pastors
· Record meeting minutes, when requested, and assist in ensuring meetings proceed in a professional and timely manner
· Attend department meetings, assist in booking, planning, and details for special events & staff development activities, and serve as a liaison to department meetings for the Pastors when requested
· Manage all correspondence (US Postal mail, e-mail, etc.) for the Pastors, routing it to appropriate staff members when necessary
- Act as the point of contact for wedding requests, approve policies and forms for bookings, and coordinate with the Wedding Coordinator, Facilities, Production, and Organist
- Meet with Baptismal candidates and prospective new members on Sunday mornings
- Maintain records of all ceremonies performed
- Coordinate with the Pastoral Care Team to keep the Pastors informed of all pastoral needs, including hospitals, institutions, and those in crises
· Assist with funeral preparations, coordinate meetings with the family, and notify other departments
· Create documents, format, and write reports needed for meetings
· Reconcile, code, and submit credit card charges and check requests
· Support budget goals established for events and staff care
· Serve as the first point of contact for district and Annual Conference constituents interested in hosting events at Northside, coordinate with facility and production teams, and provide hospitality as needed
· Coordinate donation of altar flower arrangements with church members and florist, provide altar flower schedule to Pastoral Care, Facilities and Visuals Committee
· Perform other related tasks as requested by the Pastors
Skills and Qualifications
- Has a solid and growing faith in Jesus Christ and a commitment to sharing their faith with others
- Ministry-minded with a commitment to the church and its growth
· Excellent verbal and written communication skills
· Strong organizational skills
· Flexibility, good judgment, and the ability to set priorities
· Ability to handle complaints and problems with tact, patience, and diplomacy
· Must handle confidential and sensitive information discreetly and according to church protocol
· Proficiency in the Microsoft Office Suite programs (Word, Excel, PowerPoint, Outlook) and church database software
· Operate standard office machines
· Must have a valid driver’s license
Education and Experience
· High school diploma and at least two years of administrative or office experience; or
combination of education and experience commensurate with the minimum requirements of this position
· Three to five years’ experience in a church or non-profit environment and a one- or two-year certificate from a community college or vocational school is preferred