Description

Ministry Position Description

Job Title: Church Ministry Executive Assistant

Reports To: Pastor

Supervises: N/A

Prepared Date: 12/2024

Review Date: N/A

FLSA Status: Non-Exempt/5 Day-Full Time

Required Testing: Pre-employment Drug Screening

Clearances: FDLE Level Two Screening

Broad Function

The Church Ministry Executive Assistant provides high-level support to the pastoral team by overseeing the coordination and administration of church programs and activities. This role is critical for ensuring operational efficiency through seamless communication, precise documentation, and professional management of logistics for meetings, classes, and special events, contributing to the overall effectiveness of the church's mission and initiatives. 

Essential Functions

• Administrative Support: Assist the pastoral team with a wide range of administrative tasks, including managing schedules, handling correspondence, and coordinating meetings.
• Communication Management: Facilitate internal and external communications, ensuring timely and accurate dissemination of information through various channels.
• Record Keeping: Maintain accurate and organized records, including attendance, membership, and other important documentation.
• Material Preparation: Prepare and manage documents and materials such as memos, policies, agendas, and spreadsheets. Handle printing and distribution as required.
• Financial Administration: Support basic financial tasks such as processing invoices, tracking budgets for events and programs, and assisting with expense reporting to maintain fiscal responsibility and transparency. 

 Other Essential Functions

• Continuous Improvement: Attend departmental meetings for input and informational purposes, participating in the overall church mission by supporting other ministries with a positive attitude.
• Manage situations, including ministry or interpersonal conflict seeking Biblical resolution.
• Guard the confidentiality appropriate to the exchange of trust involved in a Christian ministry.
• Be self-motivated, cooperative, innovative, courteous, conscientious and flexible. Able to lead and act independently consistent with the mission, policies, procedures, committee and pastoral leadership.
• Be faithful in personal attendance for worship, spiritual growth opportunities, and family leadership.
• Demonstrate personal appearance that is consistent with the policies and understanding of a Christian role model as defined by Indian Rocks policies and Christian qualifications.
• Perform other responsibilities as directed by immediate supervisor, or other church supervising staff.
• Fulfill the ministry “Qualifications” section of this Ministry Job Description as outlined.

Physical Requirements

The physical requirements outlined below are essential for an employee to effectively perform the necessary tasks of this position. Accommodations may be provided to enable individuals with disabilities to fulfill these essential functions.

This role routinely necessitates activities such as standing, walking, and utilizing hands for various tasks like grasping or manipulating objects. Employees will also need to reach, climb, balance, and maneuver around obstacles; additionally, stooping, kneeling, crouching, or crawling are required. Effective communication and auditory capacity are also essential. Employees are expected to handle weights up to 10 pounds regularly and frequently manage up to 25 pounds.

Work Environment

The characteristics of the work environment detailed below are typical of what an employee experiences while carrying out the key duties of this job. Adjustments may be provided to help individuals with disabilities effectively perform these essential functions.

In this role, The work environment is typically a church office setting, requiring professionalism and adherence to church policies and ethical guidelines. The noise level is usually low.

General Competencies

To perform the job successfully, an individual should demonstrate the following minimum competencies:

• Communication: Excellent verbal and written communication skills, with the ability to handle sensitive information discreetly.
• Organization: Strong organizational skills with the ability to manage multiple tasks simultaneously and meet deadlines.
• Interpersonal Skills: A positive, cooperative team player who can work effectively with