Executive Assistant to Senior Pastor

Job Title:

Executive Assistant to Senior Pastor

Department: Worship

Reports To: Senior Pastor

FLSA Status: Salary / Exempt

The purpose of this position is to provide assistance to the Senior Pastor, to act as his liaison and/or representative with the church staff, the congregation and the community beyond the church. Also, to provide support for the Clerk of Session, Session, Congregational Nominating Committee, Worship and Culture Committee, Leadership Assignment Committee, Governance Committee, Denomination Relations Committee, Pastor and Associate Pastor Nominating Committees, and additional ad hoc committees and groups.

• Represent the ministry by answering questions and assisting the staff, congregation and public.
• Coordinate the Senior Pastor’s calendar and daily schedule with sensitivity to the most efficient use of his time
• Serve as hostess to his guests.
• Handle correspondence - Board Service, travel coordination and bookings.
• Attend meetings with and/or for the Sr. Pastor including internal, denominational, faith-based organizations, and the public
• Schedule meetings and onsite functions to include the EPCC Large Church Pastors Conference.
  
  Duties include:
• Coordinating reservations of rooms - ESpace
• Schedule and coordinate the Baptism process, including preparation for baptism
• Work with the Sr. Pastor in ministry and to plan, coordinate and manage events and conferences
• On behalf of the Clerk of Session, gather committee minutes, publish Session minutes, docket, consent agenda, and committee minutes. Maintain a permanent record of Session minutes.
• Coordinate the annual Elder / Deacon nominating process to include all communications, election of nominating committee, tabulation and training.
• Track the Worship budget (Sr. Pastor’s Office) and assist with the annual budget preparation.
• Complete purchase orders and expense statements
• Ensure adequate inventory of office supplies, letterhead, personal stationery, etc. for Sr. Pastor’s office
• Coordinate refreshments and food service for the Senior Pastor upon request and maintain coffee, cold drink, water, etc. for guests as well as the Senior Pastor
• Prepare year-end annual reports for the General Assembly and the Presbytery

• Direct specific assignments relating to the Senior Pastor’s office, and volunteers, the Senior Pastor’s Librarian, the Baptism Coordinator and Baptism Assistants.
• Understand the vision and ministry of the Sr. Pastor so as to be able to communicate with staff, congregation, and public on his behalf.
• Demonstrate servant leadership and be an encouragement to fellow staff members.

• Extraordinary level of trust and confidentiality required.
• At least 5 years experience as Executive Assistant, Sr. Pastor’s Assistant or Office Manager
• High Proficiency (at least intermediate level) in the Google Workspace (Gmail, Slides, Google Docs) and Microsoft Office suite of programs (Word, Excel, Power Point), as well as database management (Touchpoint).
• Experience with event scheduling software (ESpace).
• Must be able to work independently, handle multiple tasks simultaneously and prioritize effectively.
• Strong communication skills: written, in person, with groups, and on the telephone
• Ability to organize and mobilize volunteers for administrative tasks
• Detail oriented.
• Possess a strong and abiding faith in Jesus Christ as personal Lord and Savior, spiritual maturity and a commitment to a Christian lifestyle.
• Able to support and communicate the vision, mission and values of FPCO
• Must have a passion for working with people and seeing ministry advanced for the glory of God.
• Must sign and abide by the “Biblical Standards for Christian Leaders” document/policy.

• Perform sedentary work at work station.
• Perform basic clerical lifting of small quantities of paper/supplies.
• Bend as necessary for lifting, sitting and/or using computer/computer mouse.
• The employee is occasionally required to stand; walk; sit; and stoop, kneel, crouch, or crawl when necessary.

• The noise level in the work environment is usually moderate.