Executive Administrator

The Executive Administrator provides centralized administrative, organizational, and logistical support for the day-to-day operations of COTC Downtown. Serving as a key partner to the Lead Pastor and Downtown staff, this role oversees campus scheduling, executive support, facility coordination, administrative processes, and key events and initiatives across The 525 and Rocketown. This position helps create an organized, welcoming, and well-prepared environment by anticipating needs, coordinating people and resources, and following through on details.

Essential Duties and Responsibilities (other duties may be assigned):

• Manage the Downtown campus calendar, coordinating ministry activities, room usage, facility scheduling, outside events, staff gatherings, and other campus needs across The 525 and Rocketown.
• Coordinate the planning and logistics of Downtown events, seasonal initiatives, staff gatherings, and special projects, including environments, décor, merchandise, supplies, purchasing, and facility needs.
• Serve as a central point of coordination among Downtown leadership, ministry teams, Central Support, facilities, external partners, and vendors.
• Oversee Downtown administrative processes, including invoices, purchasing, expenses, correspondence, supplies, and other operational needs.
• Maintain organized storage areas at Rocketown, The 525, and offsite locations.
• Oversee the Downtown email inbox, ensuring timely and appropriate responses that reflect the voice and culture of Church of the City.
• Maintain systems for tracking projects, deadlines, requests, and follow-up.

• Provide administrative and executive support to the Downtown Lead Pastor, including calendar management, scheduling, email correspondence, meeting preparation and follow-up, and special projects.
• Prepare agendas and supporting materials for Downtown Leadership Team and All Team meetings and document key action items and follow-up.
• Coordinate staff celebrations, including birthdays, work anniversaries, and other team celebrations.
• Prepare the monthly Stakeholders "Big 1" communication and maintain the appropriate distribution list.
• Coordinate Downtown contributions to the Elder Board, including collecting and preparing stories and completing required COTC scorecard metrics.
• Coordinate new staff onboarding and departing staff offboarding in partnership with Central Support and Downtown leadership.
• Serve as a primary Downtown point of contact for Central Support staff, coordinating communication and administrative needs.

• Coordinate and manage day-to-day facility needs for The 525 and Rocketown, working with vendors, contractors, and internal teams to ensure cleaning, utilities, supplies, maintenance, repairs, and other facility needs are addressed.
• Serve as the primary point of contact for external organizations, vendors, contractors, and facility partners, coordinating schedules, event needs, questions, and follow-up.
• Maintain the working relationship with Rocketown related to COTC's ongoing rental and use of the facility, including schedules, parking and facility needs, and changes related to COTC's use of the space.
• Ensure The 525 and Rocketown are clean, organized, well maintained, and ready for staff, services, meetings, events, and other gatherings.
• Coordinate facility logistics for meetings, gatherings, and events, including room setup, refreshments, equipment, supplies, technology, signage, and other needs.
• Help create a welcoming and organized experience for staff, guests, ministry partners, congregants, and external organizations engaging with Downtown facilities.
• Regularly check and distribute mail and packages received at Rocketown.

Required…