Administrative Assistant - Executive Pastor of Ministry (Reservoir Campus)

About the role

The role provides administrative support to the Executive Pastor of Ministry at Reservoir Campus and Pinelake Church. The primary responsibilities include providing daily support for the Executive Pastor (email, schedule, and budget), coordinating campus-wide events, providing campus information to One Church, and updating and monitoring church management software.

Responsibilities

• Provide complete administrative support for the Executive Pastor of Ministry by managing email and phone meeting requests, as well as hosting in-person guests. Manage calendar changes, provide updated schedule information, and locate and relay needed updates in a timely manner.
• Develop a high level of proficiency with the online church management system (Rock) to assist in the overall management of facility approvals, including room reservations, updates to current reservations, and resolving reservation conflicts that are in the system to ensure accurate scheduling of all campus activities. Train or re-train staff on Rock as needed.
• Utilize the current room management processes to ensure proper room set-up, confirming and cross-checking events in coordination with the campus calendar, and coordinating with facilities to ensure accurate understanding and setup.
• Become the expert on the One Church and Reservoir Campus calendars to ensure all events have been planned by the appropriate ministry, and request Security/MRT presence as needed.
• Review and file Executive Pastor of Ministry expenses, ensuring that all information is provided on a timely basis and expenses are in the correct accounts.
• Provide project support to the staff as needed and directed by the Executive Pastor of Ministry.
• Own the fielding and completion of name badge requests for NextGen ministry (Our House Promise) and security teams.
• Facilitate database management for new staff hires and exiting staff to ensure compliance with our policies and systems.
• Help ensure all policies are adhered to by becoming the team expert on the Personnel Policy.
• Keep track of needed office supplies (including kitchen supplies) and restock when necessary.
• Perform other duties as assigned.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Education and Experience Required: High school diploma or equivalent minimum; college experience preferred. Two to five years of administrative experience.
• Language Skills: The individual must be able to understand written or oral instructions; read, analyze and interpret documents, instructions manuals, and policies and procedures. Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, email and in person, demonstrating tact and diplomacy.
• Computer and Mathematical Skills: The individual must have demonstrated skill in the use of Windows/MacOS to complete tasks (including word processing and spreadsheets) and the ability to use the internet for information retrieval. The individual must be able to apply basic mathematical concepts and operations to such tasks as accounting, budget management, and financial expense monitoring.
• Reasoning Ability: The ability to simultaneously conceptualize and plan multiple tasks; project outcomes using different implementation strategies; and apply creative and innovative thinking to problem situations is required. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential.
• Physical Demands: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk and reach with hands and arms. Must be able to lift up to 25 lbs.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level of the work environment is usually moderate.