Executive Assistant

Executive Assistant will complete a broad variety of administrative tasks that facilitate the Campus Pastor's ability to effectively lead the Church, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties

Key Result/ Responsibility Areas and Job Description

Administration Support and Coordination

• Manage the Campus Pastor’s calendar for appointments, meetings, and travel.
• Provide administrative support to the Campus Pastor (including correspondence, reports, files, etc.)
• Coordinate and organize daily office activities and operations and direct the workflow within the Senior Pastor’s office, as appropriate to minimize the demands on the Campus Pastor.
• Provide support to the Campus Pastor in the work of assigned committees of the Church Council.
• Provide support to the Campus Pastor in preparation of worship materials for weekly services and special events.
• Provide hospitality support, and arrange meals, accommodations, and logistics for meetings, events, guests, and programs hosted by the Campus Pastor.
• Maintain the daily and long-term schedule of activities for the Pastor’s office, including calendar, travel schedule, accommodations and conferences, and provide back-up materials, special arrangements and transportation related to these activities.
• Attend Church meetings and take minutes as required.
• Help increase the Campus Pastor’s productivity by 20% by taking on assignments and projects.

Monitoring

• Monitor and reconcile expenses directly related to the Pastor’s budget. Process invoices, expense reports, and other documents for payment.
• Responsible for credit card: ensure transactions comply with the policies and reconcile monthly statements.
• Monitor the activities of the Pastor’s reporting staff, including deadlines, leave, travel and
• Ensure consistent customer service delivery in a collaborative and solutions-based capacity to all levels of staff and volunteers.
• follow up on tasks, and review to ensure completeness within the stipulated time frame

Office Communication

• Writes clear, concise correspondence.
• Proofreads all material for errors, omission, and consistency.
• Adept at tactfully delivering difficult messages.

Office Communication:

• Writes clear, concise correspondence.
• Proofreads all material for errors, omission, and consistency.

Teamwork and Collaboration

• Networks across the organization.
• Willing to teach team members processes or how to use technologies.
• Applies emotional intelligence by facilitating situations for a positive outcome.

Project Administration and Coordination

• Maintain the overall work plan and project plans, tracking key tasks, critical paths, and budgets.
• Assist with preparing assessment documentation, and receiving and processing proposals and reports for the Church as required.
• Takes initiative for new and special projects, as requested
• Completes projects by following up on results and collating reports from relevant church leaders, workers, and other volunteers

Reporting/Analytics

• Check through reports for accuracy, and completeness and highlight areas of focus and trends analysis
• Prepares reports by collecting and analyzing information
• Reports directly to the Senior Pastor.

General Services

• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain office supplies inventory and ensure availability of tools required for the Senior Pastor’s office
• Oversee the activities of the Secretary and implement office management initiatives that promote an effective working environment guest management, appointments, etc
• Perform any other duty that may be assigned from time to time by the Senior Pastor

Competency and Skill Requirement

Academic Qualification and Work Experience Personal Skills

• Bachelor’s degree
• Additional professional qualifications will be an added advantage.
• Minimum of 7 years and above of experience in administrative support functions.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms. A clear testimony of faith and a vital, personal, and growing relationship with Christian beliefs evidenced by attitude and behavior.
• Ability to create new ideas, relationships, or systems including creative contributions.
• Must possess very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Must have strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
• Embrace and adapt to growth, change, innovation and creativity.
• Use appropriate judgment in the areas of discretion, sensitivity and leadership.
• Ability to create positive working relationships with a diverse group of people and volunteers including gender, ethnicity, age, sexual orientation, culture and skill level differences.
• Strong work ethic and commitment to excellence.
• Maintain cooperative, healthy, and motivating relationships with leadership team, colleagues and volunteers.
• Excellent customer service, interpersonal, verbal and written communication skills.
• Proficiency in Microsoft Office Suite.

CORE COMPETENCIES REQUIRED:

Hospitality: Generates a sense of hospitality by his or her very presence; communicates with a sense of warmth, openness and approachability; fosters natural connections between members of the church and with visitors; supports a culture of welcoming and belonging in the life of the church.

Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the organization; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.

Attention to Detail: Consistently attends to the many small pieces, that must be assembled into an organization as a whole; follows up on missing or out-of-balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.

Aesthetic Awareness: Demonstrates a natural awareness about the effective organization of space for different purposes; possesses a natural orientation towards cleanliness and orderliness of space; appreciates the value and need for sacred space and knows how to physically tend to it.

Initiative: Enjoys working hard; is action-oriented and energetic about worthwhile activities; not fearful of taking calculated risks; seizes opportunities; sets demanding but achievable objectives for self and others.

Integrity and Trust: Is seen as trustworthy by others; practices direct, honest, and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.

Spiritual Maturity: Shows strong personal depth and spiritual grounding; demonstrates integrity by walking the talk