Executive Assistant Lead; faith , non-profit

Administrative Lead

FLSA Classification: Exempt

Job Type: Full-Time Work

Location: Pasadena, CA;
In-Person

Reports To: Director of Administration & Finance

Missionwell is proud to partner with Clergy Community Coalition in their search for an Administrative Lead. This position serves as a central coordination and operations hub for the Clergy Community Coalition, strengthening internal systems, supporting leadership execution and communications, ensuring operational excellence and external engagement. The role provides high-level administrative support while also developing and maintaining workflows, systems, and coordination structures that enable CCC to function effectively in a season of growth.

The ideal candidate is a highly organized, proactive, and relationally & culturally intelligent professional who thrives in a fast‑paced, mission‑driven environment and brings both attention to detail and a systems‑oriented mindset.

Preference will be given to candidates from the communities of Altadena, Pasadena or Sierra Madre.

• Provide general administrative support to Operations and Program Directors and their respective departments.
• Manage and maintain calendars, scheduling meetings and coordinating priorities.
• Draft agendas in collaboration with leadership to ensure clarity of purpose, outcomes, and flow.
• Capture notes and key organizational decisions, action items, and themes from meetings, and track follow‑through to ensure accountability.
• Prepare meeting materials, briefing documents, and supporting resources for leadership.
• Handle correspondence, emails, and phone calls with professionalism and timeliness.
• Serve as a liaison between the CCC leadership and key stakeholders, ensuring clear communication.
• Maintain confidentiality and sound judgment when handling sensitive information.

• Maintain internal systems for scheduling, communications, document management, and workflow tracking (e.g., Google Workspace, Asana, CRM tools).
• Support cross‑team coordination by tracking priorities, timelines, and deliverables across CCC initiatives.
• Identify operational inefficiencies and recommend improvements to strengthen workflows and team effectiveness.
• Assist in developing and maintaining simple, scalable standard operating procedures (SOPs) for recurring activities.
• Support internal alignment by ensuring teams have the tools, information, and coordination needed to execute effectively.

• Coordinate logistics for meetings, events, and engagements.
• Manage vendor coordination, materials preparation, and on‑site logistics as needed.
• Assist in maintaining a centralized calendar of CCC and partner events.
• Track attendance, feedback, and key takeaways from events to support evaluation and future planning.

• Maintain office organization, tidiness, supply inventory, and general administrative needs.
• Manage incoming and outgoing mail and deliveries.
• Maintain and organize files, documents, and records.
• Manage check requests and check deposits for accounts payable/accounts receivable.

• Interact with colleagues, leadership, partners, and the public in a manner consistent with CCC’s mission and values.
• Communicate in a clear, respectful, and tactful manner across all contexts.
• Collaborate effectively while taking initiative and ownership of responsibilities.
• Apply strong problem‑solving skills to anticipate needs and resolve issues proactively.
• Maintain familiarity with organizational policies, procedures, and practices.
• Complete all required training satisfactorily and on time.

• 3+ years in administrative, executive support, or office management, or operations coordination roles.
• Experience working with non‑profit, faith‑based organizations, or community‑centered organizations preferred.
• Familiarity with coalition‑building efforts preferred.
• Experience planning and coordinating events, convenings, or multi‑stakeholder initiatives.

• Strong organizational, time‑management, and communication skills…