Executive Assistant; Part-time

Position: Executive Assistant (Part-time)
Pastoral Assistant to the Senior Pastor

Arlington, Va

M-F, 8:30am-5pm ( hybrid )

$25 hour

SUMMARY:

The role of the Pastoral Assistant is a hybrid position to include 15-20 hours per week working on site a minimum of three days and two remote days. The Pastoral Assistant will provide personal and direct support of the Senior Pastor, ensuring smooth daily operations and coordination of his professional and personal responsibilities. This role involves managing the Pastor's calendar, correspondence, travel arrangements, and other tasks as requested to minimize demands on the Pastor's time and attention.

He/she will also act as a liaison between the Pastor, office staff, church members, Leadership, and the community, often handling confidential information and sensitive matters with discretion.

The Pastoral Assistant to the Senior Pastor position's primary responsibilities include but are not limited to the following:

Calendar Management

• Creating and scheduling appointments, meetings, and travel, ensuring efficient time management for the Pastor.
• Organize and coordinate church events, official board meetings, church meetings, and outreach programs to the community.

Travel Arrangements

• Provide hospitality support by arranging meals, accommodations, and logistics for meetings, both onsite and offsite, as well as for guests and programs hosted on behalf of MZBC and the Senior Pastor.
• Receive and respond to requests for speaking engagements, telephone inquiries, and incoming correspondence
• Prepare and provide travel itineraries, and review and approve travel purchase requests in alignment with the fiscal year budget.

• Communications & Document Management

• Manage phone calls, emails, correspondence, and manage the communication flow for the Pastor's office.
• Meet with the Pastor 1-2 times per week to review discussion items and calendar appointments.
• Prepare and distribute meeting materials-including agendas, minutes, reports, and supporting documentation-ensuring accuracy and timely delivery.
• Act as a liaison between the Senior Pastor, Official Board members, Ministry Leads, and members of the church, addressing inquiries and concerns with professionalism and compassion, in addition to fostering open communication and collaboration.
• Sort and distribute incoming mail and materials and maintain paper and electronic files with strict confidentiality.
• Maintain files, records, and databases, including sensitive and confidential documents, with accuracy and discretion.

Worship Services

• Provide support to the Senior Pastor in preparing worship materials for weekly services and special events.
• Assist with preparation for funerals, weddings, and baptisms, including meeting with families, serving as the primary point of contact, and providing follow-up as needed.
• Provide support to the Senior Pastor in the work of assigned committees of the Church Leadership.
• Collaborate with the Office Administrative Assistant to publish the weekly Pastoral Emphasis based on the Senior Pastor's guidance.

Financial Reporting

• Monitor and reconcile expenses directly related to the Pastor's budget. Process invoices, expense reports, and other documents for payment.
• Responsible for credit card: ensure transactions comply with the policies and reconcile monthly statements.
• Assist with budget planning, financial reporting, and fundraising efforts.

Leadership & Ministry Support

• Support ministry leaders in organizing programs, events, and outreach initiatives.
• Attend leadership and HR meetings as requested to take notes and distribute them after review with the Senior Pastor.

Church Office Operations Support

• Monitor the activities of the Pastor's reporting staff, including deadlines, leave, travel
• Monitor the activities of the Pastor's reporting staff, including deadlines, leave, and travel.
• Additional related work as required and assigned by the Senior Pastor and Church Administrator/Office Manager, including performing confidential tasks and special projects as needed.
• Manage the flow of information so that church office staff receive all pertinent information and recommendations.
• Assess and troubleshoot IT-related requests and issues for the Senior Pastor's office.

QUALIFICATIONS

• The Executive Assistant to the Pastor position requires the following:
• A college degree in Business or a related field is required.
• Five (5) to Seven (7) years' experience in office administration and support of a key executive.
• Database and computer software systems experience.
• Work experience in a church or non-profit preferred.
• Requires flexibility for occasional evening and weekend responsibilities.

Compensation / Pay Rate (Up to): $25.00 - $25.00 Per Hour