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FPC Dallas has adopted a mandatory vaccination policy to safeguard the health of our employees and their families, volunteers, and those we serve.
Title: Executive Assistant to the Senior Pastor
Approved: 2021-03-29
Revised: 2022-11-16
Status: Full-time, Exempt
Reports to: Senior Pastor
Position Summary
The Assistant is responsible for managing the operations of the Pastor’s Office and provides
direct support to the Pastor by assisting in the management of his interactions and
relationships with a wide range of constituencies.
Duties include managing a complex schedule, preparing correspondence, and prioritizing
items requiring the Pastor’s attention. The Assistant to the Pastor performs a wide range of
administrative support activities, including support to committees and Boards staffed by the
Pastor, coordinating meeting and event logistics, preparing financial reports, serving as host to
visitors and guests, and working collegially as a part of a high-functioning team.
Essential Functions
Provides a range of complex office administration and support to the Pastor’s Office
- Schedules appointments and meticulously maintains the Pastor’s calendar in a
proactive manner.
- Answers and routes phone calls. Screens and prioritizes mail.
- Serves as the administrative contact and liaison with internal and external contacts.
Coordinates travel, remuneration and hosting of guest speakers and preachers.
Coordinates events as needed.
- Performs research for the Pastor as needed.
- Creates and maintains shared filing systems for digital and physical documents
- Tracks expenditures and prepares expense reports.
- Composes and edits letters, memoranda, reports, committee minutes and
presentations. Prepares copy for publication or wider communication as needed.
- Serves as a welcoming host to staff and guests in the Pastor’s office. Assists with
planning, ordering, organizing and set-up of materials and refreshments for meetings.
- Reviews, assesses, routes, answers and monitors follow-up action on
correspondence. Gathers and analyzes information required for administrative
reporting.
Supports the Senior Leadership Team in the development and implementation of staff-wide
systems and procedures.
- Establishes office procedures, policies and operations. Interprets and communicates
policies and processes.
- Coordinates necessary training and support for Program, Administrative and Support
Staff.
Provides administrative support and organization for the FPC Dallas Session as well as
committees and boards relevant to the work of the Pastor’s Office.
- Coordinates preparation of the Session agenda and packet with Senior Pastor and
Clerk of Session.
- Attends Session meetings, providing necessary hands-on support to the Senior
Pastor, relevant staff and church leaders.
- Supports the work of relevant committees as assigned by the Senior Pastor. Prepares
emails, letters, mailings and documents for the committees. Handles scheduling and
preparation of meetings.
Core Competencies
Integrity and Trust: Practices direct, honest and transparent communication; keeps
confidences; admits mistakes; doesn’t operate with hidden agendas; responds to
situations with constancy and reliability.
Written Communication: Is able to write clearly and succinctly; employs correct
grammar, punctuation and patterns of speech; clearly delivers message in a tone
appropriate to the context.
Attention to Detail: Consistently attends to the many small pieces which must be
assembled into an organized whole; follows up on missing or out of balance items;
resolves unanswered questions needed to address a problem; keeps the larger picture in
mind while tending to the smallest of details.
Personal Resilience: Can effectively cope with change and uncertainty; can shift gears
comfortably; can decide and act without having the total picture; isn’t upset when things
are up in the air; can comfortably handle risk and uncertainty; is flexible.
Qualifications
- Bachelor’s degree or equivalent experience
- Proven success as an executive-level administrator
- Ability to work successfully with teams and with people from a wide range of
backgrounds and cultures
Terms of Employment
Salary, benefits and other terms of employment will be administered in accordance with the
policies contained in the First Presbyterian Church of Dallas Employee Handbook, a copy of
which is provided to each employee.
Note
This description contains the information and facts considered necessary to describe and
evaluate the duties of this position fairly and equitably. It should not be considered an
exhaustive description of all the work requirements to be performed, but indicates the kinds of
duties and levels of responsibility required by the position. The Senior Pastor may add or
remove responsibilities as occasion may require.