JOB TITLE: Executive Assistant
DEPTARTMENT: Administrative
SUPERVISOR: Senior Pastor, Dr. Bill Burch
FULL-TIME
STATUS: Non-Exempt
WORK HOURS: 40

Objective
The Executive Assistant is responsible for providing administrative support to the Pastors of Northside Church. The executive assistant position requires confidentiality, strong communication skills, the ability to handle multiple tasks, the ability to manage schedules and volunteers, and the ability to be flexible with a can-do and will-do attitude to be successful in this role.

 

Knowledge

• Knowledge of the United Methodist Church beliefs, doctrines, Discipline, traditions, and Social Principles
• Knowledge of the culture and values of Northside Church; articulates and supports its mission and direction; demonstrates through words and actions the love of God
• Knowledge of office management principles, methods, and procedures to complete work assignments

 

Job Duties and Responsibilities

• Coordinate and schedule appointments for the Pastors while redirecting those appointments that can be appropriately handled by another staff member
• Field phone calls for the Pastor’s office, take messages and direct them to the appropriate parties when necessary
• Enter meetings, conferences, society and community engagements, and church wide activities onto the calendar at the Pastors’ request
• Provide the Pastors with updated daily, weekly, monthly and yearly calendars
• Coordinate travel arrangements and preparation for preaching, speaking and ministry engagements
• Manage the worship planning document and update information in the Planning Center
• Aid in preparation for meetings and events through the production of documents, handouts, reports, ordered meals, reminders, etc., as requested by the Pastors
• Record meeting minutes, when requested, and assist in ensuring meetings proceed in a professional and timely manner
• Attend department meetings, assist in booking, planning and details for special events & staff development activities and/or serve as a liaison to department meetings for the Pastors when requested
• Manage all correspondence (US Postal mail, e-mail, etc.) for the Pastors, routing it to appropriate staff members when necessary

• Act as the point of contact for wedding requests, approve policies and forms for bookings, and coordinate with the Wedding Coordinator, Facilities, Production and Organist
• Meet with Baptismal candidates and prospective new members on Sunday mornings
• Maintain records of all ceremonies performed
• Coordinate with the Pastoral Care Team to keep the Pastors informed of all pastoral needs, including hospital, institutions and those in crisis situations

• Assist with funeral preparations, coordinate meeting with the family and notify other departments
• Create documents, format, and write reports needed for meetings
• Reconcile, code and submit credit card charges and check requests
• Support budget goals established for events and staff care
• Serve as the first point of contact for district and Annual Conference constituents interested in hosting events at Northside, coordinate with facility and production teams, and provide hospitality as needed
• Coordinate donation of altar flower arrangements with church members and florist, provide altar flower schedule to Pastoral Care, Facilities and Visuals Committee
• Perform other related tasks as requested by the Pastors

 

Skills and Qualifications

• Has a strong and growing faith in Jesus Christ, and a commitment to sharing his or her faith with others
• Ministry-minded with a commitment to the church and its growth

• Excellent verbal and written communication skills
• Strong organizational skills
• Flexibility, good judgment and the ability to set priorities
• Ability to handle complaints and problems with tact, patience and diplomacy
• Must handle confidential and sensitive information discreetly and according to church protocol
• Proficiency in the Microsoft Office Suite programs (Word, Excel, PowerPoint, Outlook) and church database software
• Operate standard office machines
• Must have a valid driver’s license

 

Education and Experience

• High school diploma and at least two years of administrative or office experience; or combination of education and experience commensurate with the minimum requirements of this position

• Three to five years’ experience in a church or non-profit environment and a one- or two-year certificate from a community college or vocational school is preferred

 

Physical Demands

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; bend and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, the telephone and other office and/or clerical equipment. Requires normal range of hearing. Specific vision abilities required by this job include close vision.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to perform the essential functions of the position satisfactorily and that, if requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee is regularly in a typical office environment with adequate light and moderate noise levels. No hazardous or significantly unpleasant conditions. Air-conditioned buildings; tile, concrete and carpeted floors; adjustable workstation with ergonomic keyboard is provided.

The office environment is fast-paced and may be considered stressful, due to seemingly regular interruptions because of numerous urgent and unexpected requests that requires multi-tasking. This is a full-time position, and hours of work are Sunday – Thursday. Occasional evening and weekend work will be required as job duties demand. Hours will be set with supervisor and flexible to accommodate duties that occur outside of the normal workday.

 

Equal Opportunity Employer
Northside Church is an Equal Opportunity Employer. We do not discriminate on the basis of age, gender, race, color, national origin, religion, disability, or any other class or status protected by law.