Executive Administrative Assistant

Overview

BAYSIDE

PURPOSE:

To Reach people for Christ, Raise them to become followers of Christ and Release them into their God given purpose. We do this by Loving God, Loving Others, Enjoying Life, and Pursuing Excellence.

Part-Time

Ministry Director

• Administrative & Executive Support
• Manage and coordinate the leader’s calendar, meetings, and appointments.
• Serve as a primary point of contact for scheduling, correspondence, and administrative coordination.
• Manage email and written communication, including drafting responses and prioritizing follow-up.
• Prepare correspondence, documents, agendas, and reports on behalf of the leader or ministry team.
• Attend meetings as requested, take detailed notes, and distribute action items and follow-ups.
• Maintain organized digital and physical filing systems.
• Submit and track expense reports, receipts, and budget-related documentation.
• Support day-to-day administrative needs and special projects as assigned.
• Ensure confidentiality, accuracy, and consistency of sensitive information.

• Event & Meeting Coordination
• Plan, organize, and support ministry-related meetings, gatherings, and events.
• Coordinate logistics such as venues, room setups, catering, materials, and run-of-show details.
• Manage guest lists, RSVPs, timelines, and event communications.
• Prepare check-in materials, seating charts, and event packets as needed.
• Provide on-site or day-of support to ensure events run smoothly.
• Assist with follow-up communication after events.

• Travel & Logistics Support
• Coordinate travel arrangements, itineraries, and accommodations as needed.
• Assist with registrations, schedules, and communication related to trips or off-site meetings.
• Support pre- and post-travel communication and logistics.

• Strong administrative and organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, deadlines, and changing needs.
• Proficiency with common office and collaboration tools (e.g., Google Workspace).
• High level of discretion and professionalism when handling confidential information.
• Event coordination or executive support experience preferred.
• Ability to work both independently and collaboratively.

• Well-managed calendars, communication, and administrative systems.
• Smoothly executed meetings, events, and logistics.
• Accurate records, timely follow-up, and reliable administrative support.
• Increased capacity for senior leadership to focus on vision, relationships, and leadership.
• Consistent demonstration of professionalism, discretion, and organizational excellence.