Administrative Assistant to Executive Minister: First Presbyterian Church

Administrative Assistant to the Executive Minister:
First Presbyterian Church

JOB SUMMARY

The Administrative Assistant to the Executive Minister provides administrative and organizational support to the Executive Minister, Minister of Discipleship, and related ministry areas. This position plays a vital role in supporting church operations, Session administration, discipleship ministries, and internal communications by coordinating schedules, managing records, assisting with meetings and events, and handling day-to-day administrative responsibilities with professionalism and discretion.

The Administrative Assistant also serves as a collaborative support resource for various ministry departments and helps ensure the smooth and effective functioning of church leadership and ministry operations.

KEY RESPONSIBILITIES

• Coordinate churchwide calendar scheduling, including the Executive Minister’s calendar and various Session committee meetings
• Provide clerical and administrative support related to staff meetings, trainings, written communication, premarital counseling coordination, and travel arrangements
• Assist the Executive Minister, Discipleship Department, and Communications Department with administrative needs as requested
• Serve as backup support for the Senior Minister’s office staff when needed
• Proofread church publications including the bulletin, First Word, First Epistle, and other communications as requested
• Complete monthly credit card and expense reconciliations for the Executive Minister’s office
• Relieve receptionist switchboard duties as scheduled or needed
• Assist with additional tasks and projects as assigned by the Executive Minister

• Assist in preparing Management Committee agendas and communicating materials to committee members in a timely manner
• Compile and distribute Management Committee minutes following monthly meetings
• Assist in preparing and distributing monthly Session packets
• Send reminders and communications regarding Session meetings
• Maintain organized files of Session minutes, including Presbytery submissions and archival filing
• Track monthly church statistics including new members, baptisms, communicants, deaths, and dismissals for annual denominational reporting
• Process membership dismissals as approved by Session
• Maintain and update policy manuals, approved preacher lists, job descriptions, and officer records
• Maintain elder attendance records and related officer spreadsheets
• Provide administrative support to Session committees as requested
• Coordinate Joint Officer events twice annually
• Distribute denominational and Presbytery materials to pastors, committee members, and officers as needed

• Manage Planning Center entries for discipleship groups, committee meetings, Sunday School classes, events, and room setups
• Ensure discipleship-related events are communicated appropriately through church publications by established deadlines
• Maintain updated Discipleship Group and Sunday School records within Shelby or other church database systems
• Communicate with members of the Discipleship Committee as needed
• Participate in weekly Discipleship Team meetings
• Assist with planning, registration, purchasing, and logistics for discipleship events including Midweek Kickoff, Stand, and other ministry events
• Process check requests and payments for Midweek and Sunday School teachers, guest speakers, and related ministry expenses

COMPENSATION AND BENEFITS The Administrative Assistant is offered an annual salary, payable in 26 equal bi-weekly installments. FPC Jackson provides a comprehensive benefits package that supports their well-being and financial security. Benefits available to eligible full-time staff members include:

Life insurance

Retirement (after one year of service)

Paid time off

Opportunities for professional development

A summary of all available benefits will be available once a candidate begins to proceed in the interview process.

KEY QUALIFICATIONS AND ATTRIBUTES

• A servant-hearted attitude and genuine desire to support the mission and ministry of the church
• Abili…