Administrative Assistant to the Senior Pastor

Full-Time
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Position Description

The Administrative Assistant provides personalized secretarial and administrative support in a well-organized and timely manner. The personal assistant will work on a one-to-one basis on a variety of tasks related to the Lead Pastor’s personal ministry, work-life, and communication.

Duties & Responsibilities

Personal Assistance
Run errands off-site, such as (but not limited to):
  • Shopping
  • Driving
  • Ordering food
  • Cleaning and upkeep of office
  • Organizing books
  • Mailing services
  • Send computer for repairs
  • Providing snacks and meals for the family
  • Assisting family members in areas that support lead Pastor and when at the church

Office & Schedule Management
  • Answer calls and respond to voicemail messages
  • Screen emails and respond or notify pastor of critical issues
  • Maintain the Lead Pastor’s weekly schedule and calendar
  • Create correspondences and keep organized files
  • Keep the office neat and organized
  • Schedule meetings and agendas if necessary
  • Reserve meeting locations and coordinate the ordering of meals as needed
  • Complete monthly expense reports and submit them to the Financial Manager

Travel & Speaking Engagement Management
  • Coordinate travel arrangements including hotel, flights, and transportation
  • Coordinate contract and honorarium price
  • Accompany the Senior Pastor on trips as needed
  • Ensure travel expenses are reimbursed in accordance with financial policies and procedures
  • Order and coordinate product sales for speaking engagements

Project Management
  • Create and manage a project dashboard for all active projects related to the Lead Pastor, tracking progress and providing updates as needed
  • Correspond with Dr. Mason’s management team to help plan and coordinate book releases, book signings, and video/audio productions
  • Keep inventory of product sales and author copies
  • Organize travel, honorarium, and hospitality arrangements for guests of the Lead Pastor for conferences and events

Qualifications & Skills

  • Candidate must believe that salvation is a gift from God brought to man by grace and received by personal faith in the Lord Jesus Christ, whose blood was shed for the forgiveness of our sins
  • Adheres to the Mission, Vision, and Core Values of Epiphany Fellowship Church
  • Prior professional experience preferred
  • The ability to communicate and give clear direction expertly and kindly, both verbally and in writing
  • Must show initiative and be able to work without constant supervision and direction
  • Ability to discern needs and respond appropriately, sensitively, and proactively
  • Software skills preferred (Google Workspace, Square, PayPal, Eventbrite, and familiarity with social media platforms)
  • Access to a personal vehicle preferred

Work Environment

While performing the duties of this job, the Administrative Assistant is required to frequently communicate with staff members, vendors, ministry leaders, and church members. Must be able to exchange information accurately. The employee must move around the office or personal residence of the Lead Pastor accessing file cabinets, office supplies, books, computers, phones, office machinery, and etc. Some lifting, carrying, pushing, and/or pulling lightweight objects/materials (5-30lbs).
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