Executive Assistant

Executive Assistant Position & Logistics

Position:
Executive Assistant (Part-Time)

Start Date:

August 1, 2026

Hours:

0.5 FTE (Up to 20 hours/week); hourly non-exempt

Reports to:

Lead Pastor (with dotted line to Executive Pastor)

Supervises: N/A

Compensation & Benefits:
Starting at $[TBD]/hr (commensurate with experience), paid bi-weekly; pro-rated sick and vacation leave per Employee Handbook; no medical or dental benefits

Work Format:
Hybrid. In-office two days/week (set with Lead Pastor);
Sundays as needed; remaining hours flexible

Works closely with:
Executive Pastor, General Administrator, Pastoral Team, Ministry Leaders

Location:

Pasadena, CA

The Executive Assistant exists to release the Lead Pastor (and, as needed, the Executive Pastor) into the pastoral and strategic work the church needs from them. Through excellent administrative support (calendaring, communications, travel, logistics, project follow-through, and pastoral coordination), this role removes friction, protects margin, and helps Epicentre’s mission move forward with order and joy.

Within 20 hours a week, and rooted in Epicentre Church’s Identity, Mission, and Vision and shaped by our Ministry Philosophy (Relational and Equipping Values), the Executive Assistant stewards time, communication, and details with excellence and discretion.

Anchored in Epicentre’s Equipping Values (Compelling Clarity, Anointed Fit, Patient Apprenticing, Life-giving Coaching, and Honoring Transition), the Executive Assistant exists to multiply the Lead Pastor’s pastoral and strategic capacity by stewarding time, communication, and details with excellence and discretion. We are winning when the Lead Pastor consistently has the time, information, and margin to do the work only he can do;

when his calendar reflects Epicentre’s priorities; and when staff and church members say, "Working with that office is a gift."

• Own the Lead Pastor’s calendar in Google Calendar/iCal: schedule, reschedule, and protect blocks for sermon prep, prayer, family, and rest.
• Receive, screen, and prioritize all internal and external meeting requests; route or decline as appropriate.
• Coordinate recurring meetings (1:1s, SET, all-staff, board, lifegroup, mentoring) and prepare agendas.
• Coordinate speaking engagements, board meetings, and outside ministry appointments end-to-end.
• Assist with balance and prioritization of Epicentre Pasadena, CCC, Regional, Antioch Movement leadership commitments.

• Serve as a primary point of contact for the Lead Pastor: email, phone, and visitor screening.
• Draft, review, and send correspondence on behalf of the Lead Pastor in his voice, with discretion and accuracy.
• Track outstanding asks; close loops; flag time-sensitive and priority matters.
• Maintain confidentiality on pastoral, personnel, financial, and family matters at all times.

• Arrange domestic and international travel, including housing, transportation, registrations, and itineraries.
• Provide logistical support for retreats, conferences, board meetings, and outside speaking engagements.
• Attend and support key Epicentre events as needed (Annual Membership Meeting, Easter, Advent, fundraisers).
• Coordinating successful logistics for annual Board of Advisor meetings.

• Handle administrative paperwork for the Lead Pastor: expense reports, reimbursements, time-off requests, mileage.
• Submit and reconcile monthly expense reports.
• Maintain orderly digital files in Google Drive (sermon archives, board materials, pastoral correspondence).
• Support light Quick Books Online tasks where applicable (e.g., submitting receipts, vendor coordination); financial decisions remain with Finance leadership.

• Assist in preparing documents, handouts, and slide drafts for training events and presentations as needed.
• Support the Lead Pastor and Executive Pastor in tracking strategic initiatives, big-rock projects, and follow-ups across the staff team.

• Engage as a…