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Executive Assistant to Lead Pastor

Executive Assistant to Lead Pastor

Church StaffingKansas City, Missouri
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Job Description :

SUMMARY OF POSITION :

Execute high-level administrative support for Lead Pastor to ensure he can efficiently deliver spiritual leadership, community engagement and define the strategy for all church initiatives. Success in this role will be demonstrated by keeping focus on carrying out administrative duties that support the mission of the church and enable the effectiveness of the Lead Pastor in numerous aspects of work and life. This role requires the ability to switch seamlessly between strategic and operational thinking while maintaining absolute confidentiality and discretion. The individual occupying this role is expected to uphold the representation and perception of the Lead Pastor’s office at all times.

PRIMARY DUTIES AND RESPONSIBILITIES :

  • Organize and maintain email communications for Lead Pastor to easily access the most important information. Ensure timely response and engagement on high priority or urgent topics
  • Vet through any visitor or member requesting a meeting or 1 on 1 time with Lead Pastor. Use discernment and understanding of Lead Pastor’s daily, weekly schedule to determine what support is needed while offering polite, professional customer service
  • Manage the Lead Pastor’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries and arranging for transportation. Understand schedule preferences as it relates to regular meetings, planning time, research and sermon writing
  • Decern when necessary follow up is required with individuals or engagements and ensure tasks, communication, initiatives are taken through successful conclusion
  • Aid in maintaining relationships with church members by organizing visits, follow-ups, or outreach efforts for the Lead Pastor
  • Assist in navigating or intercepting unexpected situations, such as community and / or church emergencies or internal team or church conflicts, which may require quick thinking and resourcefulness. Demonstrate proper order of urgency by elevating and bringing to the attention of the Lead Pastor
  • Proactively arrange travel and logistics for events and meetings hosted by Lead Pastor and any time Lead Pastors engagement is requested
  • Establish norms and expectations with Ministry Coordinators as needed to ensure vision, mission and goals are being accomplished when Lead Pastor is engaged or participating in both internal and external engagements
  • Maintain thorough record keeping from meetings, requested tasks and follow up. Track and maintain in a way for easy recall and sharing
  • Manage the Board meeting minutes and reporting for advisory council meetings.
  • Establish expense tracking and management system ensuring timely and accurate reporting
  • Support personal responsibilities and needs of Lead Pastor and family as needed
  • Additional duties that pertain to the ministry you support

POSITION REQUIREMENTS / QUALIFICATIONS :

  • Scheduling and Coordination : By managing the LP’s calendar with strong organizational skills, prioritizing appointments, meetings, and church events to optimize time and effectiveness you will demonstrate a high level of coordination ability. Ensure proactive communication and awareness to LP of daily schedule expectations.
  • Communication Management : Serve as the primary point of contact, utilizing excellent communication skills to facilitate interactions with staff, church members, and community leaders. Never let an email go unanswered or follow up be forgotten.
  • Confidential Support : Handle sensitive information with discretion and confidentiality, demonstrating trustworthiness in all aspects of the role. Demonstrate the correct balance of familiar relationships and professional distance.
  • Event Planning and Execution : Assist in organizing church events and activities, including meetings, showcasing your adaptability and attention to detail to ensure every detail is executed flawlessly in a way that represents the LP’s vision and preferences.
  • Project Management : Support special projects and initiatives by employing problem-solving abilities and a proactive attitude, anticipating the needs of the LP and the church. Demonstrate the ability to focus on daily needs and future, long term projects.
  • Technology Utilization : Leverage technology to manage office systems and communication tools, enhancing efficiency in daily operations. Must be comfortable with Mac system.
  • Relationship Building : Foster strong interpersonal connections within the church community, creating an inclusive environment that aligns with the church’s values and represents the LP’s office well.
  • Proactive Execution : Seamlessly switch between daily execution of tasks and future project planning. Know what needs to be accomplished months in advance that support the mission and vision the LP has set. Operate in a proactive way that takes nonessential tasks off the LP’s plate on a daily basis and demonstrates your creativity in setting the coming months up for ease and success.

    • CHURCH QUALIFICATIONS :

  • Profess Jesus Christ as Savior and Lord, as well as a continued growth in personal faith.
  • Believe in Church's vision, mission, and values.
  • Adhere to Church's Membership Covenant provisions.
  • Must adhere to Church's “Core Values for Staff��
  • Be a regular supporter of Church in both time and tithe.
  • Be a regular attendee of Church weekend services.
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    Executive Assistant • Kansas City, Missouri