Ministry Assistant

Job Brief:
The Ministry Assistant serves as the primary administrative and organizational support to the VP of Ministry while partnering closely with the Sr. Director of Ministry to help advance ministry projects and strategic initiatives. This role anticipates needs, prepares for meetings, coordinates communication and follow-up, manages project timelines, and ensures ministry initiatives continue moving forward with excellence. With a deep love for the Most Vulnerable People (MVPs) and a heart for serving others well, the support this role provides helps strengthen ministry relationships that advance the mission of the Tim Tebow Foundation.

Working closely with the VP of Ministry, the Ministry Assistant attends meetings, captures key discussion points, decisions, and action items, and ensures thoughtful follow-through after every interaction. Through research, meeting preparation, project coordination, communication, and proactive support, this role helps ensure ministry initiatives are well organized, thoughtfully executed, and consistently moving forward.

Responsibilities:

Ministry Admin & Support Serve as the primary administrative support to the VP of Ministry.

Manage meeting scheduling and coordinate calendars with Ministry Partners and internal teams.

Create meeting agendas and prepare supporting materials.

Attend meetings as needed, capturing detailed notes, documenting key decisions, and tracking action items to ensure timely follow-through.

Exercise exceptional discretion when handling sensitive ministry conversations, information, and communications.

Draft thoughtful follow-up emails, meeting summaries, presentations, and other communications for and on behalf of the VP of Ministry.

Create and review presentations, documents, and communications as needed to ensure accuracy, excellence, and consistency.

Anticipate needs by proactively preparing materials, identifying next steps, and helping ministry initiatives continue moving forward.

Ministry Project Coordination Support ministry partner projects from initial conversations through implementation, helping ensure projects continue moving forward with excellence.

Develop and maintain project timelines, milestones, and next steps.

Track project progress, follow up on outstanding action items, and help ensure ministry initiatives stay on schedule.

Help identify potential roadblocks and proactively recommend solutions.

Ensure commitments, deadlines, and next steps are documented, assigned, and completed.

Research & Strategic Preparation Conduct research and gather relevant information to support ministry projects, strategic initiatives, meetings, and decision-making.

Research prospective Ministry Partners, ministries, organizations, and other relevant topics as needed.

Prepare meeting briefs, supporting materials, and background information to help ensure thoughtful and productive conversations.

Help prepare discussion questions, conversation topics, and meeting objectives.

Compile relevant project updates, history, resources, and supporting information to aid informed decision-making.

Organization & Information Management Maintain organized records of Ministry Partner meetings, notes, timelines, and project updates.

Partner with the Ministry Team to develop and maintain systems that ensure Ministry Partner information, meeting notes, project history, timelines, and next steps remain accurate, organized, and easily accessible.

Maintain a high level of organization while managing multiple ministry initiatives simultaneously.

Leadership Support Provide ongoing administrative and organizational support to the VP of Ministry across a variety of ministry initiatives and day-to-day responsibilities.

Help manage the VP of Ministry's calendar by prioritizing commitments, coordinating meetings, and anticipating scheduling needs.

Coordinate travel arrangements, itineraries, and logistical details for ministry-related meetings, visits, and events as needed.

Serve as a trusted thought partner by providing timely reminders, tracking priorities, and helping ensure important details and deadlines are thoughtfully managed.

Assist with administrative tasks, special projects,…