Executive Assistant | Northshore.Church

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Northshore Community Church

Job Description

PURPOSE:
An executive-level Administrative Assistant to the Senior Pastor that helps facilitate the ministries of the Senior Pastor and this church.

KEY RESPONSIBILITIES:
• Provide a welcoming environment for staff and guests visiting SP and XP offices.
• Maintains Senior Pastor’s calendar by scheduling appointments and meetings.
• Processes all mail to Senior Pastor and responds or directs to others when appropriate.
• Processes all emails and deletes, answers if appropriate, forwards or saves as FYI or needing response.
• Responds to phone requests and to those who “drop in”.
• Sends emails, letters and/or other documents as needed or requested by the Senior Pastor or Board of Overseers.
• Sends (or helps Senior Pastor send) notes and gifts of appreciation and care to leadership/staff/elders/congregation.
• Schedules Leadership Team meetings and offsite events (including attendee notification, location reservation, tech support, agenda, meals, refreshments, etc.)
• Schedules Overseer meetings (including attendee notification, location reservation, tech support, agenda, meals, refreshments, etc.)
• Coordinate Overseer, Leadership and All staff retreats, events & meetings.
• Schedules and helps Senior Pastor coordinate weekly, monthly, and quarterly meetings with direct reports, skip levels and departments.
• Reconcile credit card statements, submit mileage and monthly Concur reports, PTO and ATA forms.
• Maintain all media subscriptions (online and hardcopy).
• Organize and maintain extensive electronic files and paper records.
• Support sermon preparation (order books for research through Amazon, scripture proofing, research and secure props/graphics, work with videographer and media tech team).
• Coordinate all travel for SP (XP, visiting pastors, and guests as assigned).
• Manage speaking requests: contact with event sponsor, paperwork, tech support, meet with SP to go over calendar/schedule).
• Maintain Job Binder (includes everything anyone would need to know to support the Senior Pastor).
• Additional duties as assigned.

KNOWLEDGE/SKILLS:
• Personal faith in Jesus Christ and a commitment to the vision and mission of Northshore Church
• Ability to communicate on behalf of Senior Pastor (both internally and externally)
• Experience in office management
• Discretion and maintaining utmost confidentiality
• Attention to detail and follow-through
• Skilled at multi-tasking and prioritizing
• Strong organizational and relational skills
• Flexible and willing to manage interruptions
• Creative and self-motivated, with a strong sense of responsibility
• Communicates clearly in writing, in person and on the telephone
• Ability to edit for spelling, grammar, and style
• Microsoft Office (Excel, Word, Outlook)
• Teams, Zoom, Planning Center

EDUCATION/TRAINING:
• High school diploma required
• College preferred
• Minimum of 3 years office or administrative experience

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