Ministry Team Administrative Assistant

Ministry Team Administrative Assistant

The Ministry Team Administrative Assistant provides high-level administrative, organizational, and relational support to pastors, ministry leaders, and church staff. More than simply managing tasks and calendars, this role helps create the environment where ministry can flourish. Through thoughtful organization, excellent communication, and genuine care for people, this position removes obstacles so pastors and ministry leaders can focus on shepherding, discipling, and serving our church family.

Working as part of a collaborative administrative team, this position shares responsibility for supporting every ministry of the church. Whether welcoming a guest, preparing for a funeral, coordinating a baptism, organizing a weekend event, or ensuring the smallest administrative details are handled with excellence, this role reflects the heart of Christ through faithful, behind-the-scenes service. Every phone call answered, every calendar coordinated, every email sent, and every event prepared becomes an opportunity to help people encounter Jesus and experience the love of His Church.

The ideal candidate is highly organized, detail-oriented, spiritually mature, and deeply committed to serving others. They find joy in bringing order to complexity, anticipate needs before they arise, thrive in a collaborative environment, and understand that administration is not simply a profession—it is a ministry. They value excellence, hospitality, humility, and teamwork, recognizing that every act of service, seen or unseen, contributes to advancing the mission of Heights Church.

• Provide administrative support to assigned pastors, directors, ministry leaders, and church leadership.
• Coordinate meetings, ministry activities, weddings, memorials, baptisms, and other church functions with excellence, compassion, and attention to detail.
• Manage calendars, appointments, and scheduling to maximize ministry effectiveness and steward leaders' time wisely.
• Prepare agendas, meeting materials, research, notes, and follow-up documents.
• Track assignments, action items, ministry conversations, and follow-up needs to help ministries move forward effectively.
• Assist with special projects, ministry initiatives, sermon preparation support, and church-wide events including Christmas, Easter, and other key ministry opportunities.
• Anticipate ministry and administrative needs by exercising sound judgment, initiative, and a servant's heart.
• Support pastors and ministry leaders in ways that allow them to invest more deeply in people and the mission of the church.

• Serve as a trusted and welcoming point of contact for assigned ministries, pastors, and directors.
• Respond to ministry-related phone calls, emails, and in-person inquiries with warmth, professionalism, and hospitality.
• Draft, edit, proofread, and distribute ministry communications, reports, letters, cards, and emails.
• Act as a communication bridge between church leadership, staff, serve team members, church partners, and guests.
• Help create an atmosphere where every person who contacts or visits Heights Church feels seen, welcomed, cared for and valued.

• Assist in planning, organizing, and executing church-wide events, ministry programs, and special gatherings.
• Manage room reservations and ministry scheduling through church management systems.
• Coordinate facility usage, including communication with ministries and outside groups using church facilities.
• Maintain accurate event calendars and support seamless coordination across multiple ministries.
• Collaborate with ministry leaders to proactively address logistical and operational needs while maintaining flexibility when priorities shift.

• Maintain accurate ministry records, contact information, and church data within Planning Center and other church management systems.
• Manage registrations, ministry databases, and administrative records with accuracy and consistency.
• Coordinate travel arrangements, lodging, and itineraries as needed.
• Process receipts, invoices, and expense reimbursements for submission to the accounting office.
• Handle confidential information, personnel matters, and ministry…