Executive Assistant - Impact Church

Executive Assistant

Executive Office

Pastor David John

Full-time

40 hours per week; infrequent additional hours may be required during major church events

Five-day, in-person workweek; specific days and work hours may be negotiable; occasional evenings and weekends are required

October 9, 2026

The Executive Assistant provides proactive administrative support to the Lead Pastor and Executive Office. Working within established priorities and delegated authority, this person maintains visibility into commitments, deadlines, meetings, and follow-up; anticipates administrative needs; reminds the Pastor and other responsible parties of next actions; and moves routine work forward without waiting for step-by-step direction. The role protects the Pastor's time and helps ensure that decisions and commitments are translated into timely action.

Role boundary

This is an administrative position, not a ministerial position. The Executive Assistant does not make pastoral, doctrinal, counseling, personnel, or financial decisions beyond specifically delegated authority.

The Executive Assistant manages responsibilities within the full-time schedule, identifies capacity conflicts early, and asks the Lead Pastor to confirm priorities when needed.

• Review the Lead Pastor's calendar, commitments, deadlines, and pending decisions each workday; identify preparation needs and items requiring attention.
• Meet regularly with the Lead Pastor to confirm priorities, review outstanding commitments, and identify decisions needed.
• Maintain a reliable system for the Lead Pastor's commitments, deadlines, delegated items, and pending decisions; review it regularly with the Pastor.
• Identify approaching deadlines, unresolved items, scheduling conflicts, and stalled work; provide timely reminders and recommend the next administrative step.
• Translate the Lead Pastor's decisions and requests into clear administrative actions, confirm owners and due dates when appropriate, and track items through completion.
• Anticipate recurring weekly, monthly, and seasonal administrative needs and begin preparation early using calendars, checklists, and reminders.

• Manage the Lead Pastor's calendar, including scheduling meetings, coordinating appointments, confirming logistics, preparing needed information, and surfacing conflicts or preparation needs.
• Support meetings and church events by coordinating administrative details, preparing agendas or materials as directed, recording administrative action items when requested, and following up with responsible parties.
• Monitor general office mail, email, and voicemail; route sensitive or ministerial matters appropriately; and help ensure that routine inquiries receive a timely and professional response.
• Draft and prepare routine correspondence and outgoing mail on behalf of the Lead Pastor when authorized, accurately reflecting the Pastor's direction and voice.
• Maintain the churchwide calendar of events across the wall and digital calendars used by the Lead Team, checking for omissions, conflicts, and outdated information.

• Complete weekly processing of Seed Team envelopes, forms, and reports in the church management software, currently Realm by ACS Technologies.
• Receive purchasing requests from volunteers, verify that required information is complete, obtain pastoral approval, and execute approved purchases or release petty cash or the purchase card to approved purchasers in accordance with church procedures.
• Conduct research, gather options, and communicate with vendors on behalf of the Executive Office; bring recommendations or decisions requiring approval to the Lead Pastor.
• Order and maintain appropriate inventory of office and Dream Team supplies, anticipating replenishment needs before supplies are depleted.
• Organize and maintain Executive Office files, correspondence, records, receipts, and other documentation so information can be retrieved accurately and promptly.
• Coordinate administrative projects on behalf of the Executive Office by establishing timelines, confirming responsibilities, monitoring progress, and reporting delays or decisions needed from the Lead Pastor.
• Identify opportunities to…