Ministry Assistant to the Senior Pastor and Administrator Full Time

Principal Function

The Administrative Assistant to the Senior Pastor and Administrator has the responsibility of providing high-level administrative and ministry support to the Senior Pastor and Administrator on a day-to-day basis. With a heart for ministry and a commitment to confidentiality, excellence, flexibility and hospitality, this role requires exceptional organizational, communication and multitasking abilities in order to effectively accomplish the myriad of expectations and requirements of supporting the pastoral, administrative and organizational functions of the church.

Common List of Responsibilities:

1. Acts as receptionist for their ministers, including making appointments and receiving visitors.

2. Receives, screens and returns telephone calls, email, and texts where appropriate and requested, for their ministers.

3. Assists or maintains, as requested, their minister’s and ministries’ calendar, filing system and handles all correspondence (i.e. letters, birthday cards, memos and correspondence for special events, etc.).

4. Handles inventory, purchase, storage and utilization of necessary supplies for their ministries.

5. Creates, types, copies, folds, and/or binds promotional, informational and study materials, as requested, for their ministers, ministries and ministry leaders, teams and committees.

6. Keeps up with expenses and receipts, collects monies and prepares necessary financial paperwork, including payment requests and credit card summaries, for their ministers and ministries.

7. Hours are 8 a.m. to 5 p.m., Monday through Friday, with an hour lunch break at 11 a.m. or 12:30 p.m.

Specific List of Responsibilities:

For Senior Pastor:

a. Serve as the primary administrative support to the Senior Pastor, maintaining absolute confidentiality and professionalism with members, guests and staff in all matters.

b. Manage the Senior Pastor’s calendar, including scheduling appointments, meetings, counseling sessions, and sermon preparation time.

c. Answer, screen, and respond to phone calls, voicemails, emails, texts and in-person inquiries directed to the Senior Pastor’s office.

d. Coordinate communication and logistics between the Senior Pastor and staff, Deacons, committees, ministry leaders, and congregation members.

e. Prepare, edit and proof, as directed, correspondence, reports, memos, promotional materials, church materials and church-wide communications on behalf of the Senior Pastor.

f. Maintain accurate and organized records for pastoral counseling appointments, church membership, committee meeting minutes, and pastoral care visits.

g. Serve as liaison between the Senior Pastor and key church members, designated committees, denominational representatives, and community leaders.

h. Facilitate communication and coordination with Deacons, including Executive Deacons and Deacons meetings, packets, reminders, nomination and election process, training, examination, ordination and installation, and annual Deacon’s banquet.

i. Support the Senior Pastor in preparing for, having materials ready, taking notes or minutes as instructed, and following up on key leadership meetings, including staff meetings, Deacon meetings, committee meetings and church business sessions, also keeping records of attendance for all ministry events and meetings.

j. Assist in preparing, organizing, reminding, checking and proofing needs for worship services and participants, including materials, bulletins, newsletters, announcements, speakers, prayers, flowers, equipment, setup needs, etc.

k. Coordinate and work with scheduling, as directed, funerals, funeral family meals, weddings, baptisms, communions, Christmas decorations, and other events as requested by the Senior Pastor.

l. Facilitate other events on the church calendar, including minister’s retreat, Scout Sunday, Advent, Maundy Thursday, Easter and Christmas service preparations, Discover FBC, Lottie and Annie memorial and in-honor contributions, etc.

m. Provide administrative support for special projects and events led or overseen by the Senior Pastor or Administrator, including church fellowships, Seder, etc.

n. Make sure that all church policies and procedures are being followed by all church members and staff, letting the Senior Pastor or Administrator know when this is not happening, and following up with church members and staff as directed.

o. Exercise discernment and spiritual sensitivity when interacting with church members, guests and staff, reflecting the values and mission of Christ and the church.

p. Coordinate travel arrangements and itineraries for the Senior Pastor and Administrator’s conferences, denominational meetings, and ministry engagements.

q. Track and process Senior Pastor’s ministry expenses and reimbursements in coordination with the finance office.

r. Maintain an organized office environment and ensure all office supplies and equipment needed by the Senior Pastor are available and functional.

For Administrator:

a. Manage the Administrator’s calendar, including scheduling appointments, meetings, committee meetings, and staff responsibilities.

b. Work with the Administrator to fulfill the responsibilities of all church committees, especially those for which the Senior Pastor or Administrator are the staff liaison.

c. Work with the Administrator to keep policies and procedures for the church and all church committees up-to-date.

d. Learn and be the point person for the Church Management Software (CMS), currently ShelbyNext, including adding members and visitors, keeping the church calendar, adding new groups, etc.

General Responsibilities:

1. In addition to normal responsibilities, the Ministry Assistant is a member of a team dedicated to Christian service and should therefore seek at all times to conduct herself/himself in such a way that would be pleasing to the Lord and puts the interests of others first.

2. Because of the confidential nature of individual membership records, pastoral counseling, and much of the correspondence of staff, it is absolutely essential and expected that the Ministry Assistant keep this confidence sacrosanct, both during and after employment.

3. Since the Ministry Assistant’s first duty is to the church, any questions of ethical or financial impropriety by anyone must be immediately brought to the attention of the Church Pastor or Administrator.

4. The Ministry Assistant should accept requests from church members with the understanding that approval by their assigned minister is needed and that the work will be performed as time and resources permit.

5. Since the clerical task of a church office is composed of many diverse elements, the Ministry Assistant should seek to be flexible and cooperative in working with others at all times.

6. When requested by the ministerial staff or co-workers and when approved by their assigned minister, the Ministry Assistant should willingly perform tasks that might not be considered part of the normal position description.

7. Short exchanges between staff and occasional personal calls are acceptable, unless allowed to become excessive, however, these must not be allowed to distract the attention required to do the detailed and focused work required of the position. The Ministry Assistant is expected to keep busy and on task, no matter the actions or expectations of other staff members.

8. Attends staff meetings, devotion times and other meetings as directed.

9. These duties are not meant to be an all-inclusive list of the responsibilities of the Ministry Assistant, who will perform other duties as requested by their ministers.

Qualifications

1. High School diploma required; Associate’s, Bachelor’s or Master’s degree in a related field preferred.

2. Minimum of 5 years of administrative experience.

3. Proficient in Microsoft Office Suite; specifically Word, Excel, PowerPoint and Outlook.

4. Excellent verbal and written communication skills along with strong organizational skills and attention to detail.

5. Ability to work independently, manage multiple priorities simultaneously, and meet time-sensitive deadlines.

6. Past experience in church employment or extensive church volunteer experience is a plus.