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Full Job Description
The Music Administrative Assistant is responsible to help implement the church’s mission to be a fellowship of kingdom-minded disciples and to reach Center City and evangelize Philadelphia by assisting the Music Director with clerical matters related to the music ministry. The Music Administrative Assistant is responsible to the Music Director and guided by the Administrator.
This job combination is a full-time non-exempt position.
Specific Responsibilities Include:
Personal Assistant
Support the senior minister in his work for Tenth Presbyterian Church: answer calls, handle correspondence, schedule appointments, plan travel, submit check requests and credit card expense forms on his behalf, and assist with any other administrative needs of the senior minister
Represent the senior minister, facilitating his relationship with the congregation, staff, commissions, and strategic partners; this includes, but is not limited to, communication, travel arrangements, providing photos and bios, and coordination with individuals and groups
Liaise between senior minister and church special projects—preschool, playgroup, etc.
Schedule parish meetings with the senior minister as requested
Coordinate the annual Theology Night
Coordinate minister ordinations, installations, farewells; staff events; etc.
Facilitate work with Session, including Session agenda and compilation and distribution of Session packet, General Assembly travel arrangements, officer retreat, etc.
Track service details: sermon titles, preaching schedule, other logistics
Maintain order of worship schedules for morning and evening; produce morning and evening worship bulletin(s), in coordination with the Music Director, including those for holiday and other special services, gathering information from appropriate staff
Prepare Weekly Midweek Email to the congregation
Oversee service logistics (guest preachers, etc.)
Make reservations for and coordinate Easter Sunrise Service (permit, bulletin, etc.)
Provide general office assistance as part of the administrative team as needed and as time allows (cover a day/week for receptionist’s lunch); oversee sending cards to staff and congregants (birthday, sympathy, etc.)
Participate in weekly staff meetings
Music
Maintain the music events mailing list
Coordinate mailings and email reports to the music events mailing list, email lists, and choir members
Contact those who have indicated an interest in music ministry to ascertain their level of interest, experience, abilities, etc., and report results to the Music Director
Assist the Children’s Music Education Director with record-keeping, mailings, etc.
Maintain the Tenth Children’s Music and other music ministry web pages in consultation with the Children’s Music Education Director and Music Director
Qualifications:
Personal and professional communication skills with excellent written and verbal techniques; able to respond in a courteous and spiritually encouraging way to a variety of people; able to handle confidential matters prudently
Ability to discern needs and take initiative in meeting them; strongly motivated by an attitude of serving others
Strong PC skills (Microsoft Word, Excel, Outlook, InDesign; experience in using databases; etc.)
Ability to balance multiple priorities with attention to detail; ability to multitask; commitment to high quality work in a busy setting
Experience with event coordination
Some flexibility regarding work time may be necessary
Strong logistical, organizational, and project management skills
Educational Requirements:
B.A. preferred; Associates Degree or related training beyond the high school level. Equivalent experience will be considered in lieu of education.
Experience:
Secretarial/administrative experience, preferably in a church environment