Job Summary:

The Executive Assistant will play a key role in providing administrative support, coordinating meetings and events, and facilitating communication within the staff and broader contacts required by the Executive Pastor. This person will help the Executive Pastor fulfill their responsibilities and tasks with efficiency and excellence as we carry out our mission of Transforming Lives with the Truth of Jesus.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

Administrative Support:

• Manage the Executive Pastor’s calendar, schedule appointments, and coordinate meetings with staff, volunteers, and external partners.
• Prepare and organize materials for meetings, including agendas, presentations, and follow-up action items.
• Handle correspondence, phone calls, and emails on behalf of the Executive Pastor, prioritizing timely responses.
• Assist the Executive Pastor with ministry tasks and staff-related requests, including scheduling and HR follow-up.
• Manage receipts and expense reporting for the Executive Pastor.
• Coordinate all speaking engagements and travel details.
• Create and manage daily, weekly, and monthly task lists and plans.

Meeting and Event Coordination:

• Assist in planning and executing staff meetings, training sessions, and team-building activities.
• Arrange logistics for meetings and events, including room setup, A/V needs, catering, and travel.
• Assist in the planning and coordination of staff events such as Christmas parties, retreats, pastors’ gatherings, and other events throughout the year.
• Record meeting minutes, track action items, and ensure timely follow-up.

Communication Support:

• Manage email, correspondence, phone calls, and voicemail for the Executive Pastor.
• Serve as a liaison between the Executive Pastor and staff, volunteers, and external contacts.
• Draft and proofread communications, reports, and presentations with professionalism and accuracy.
• Maintain strict confidentiality in all communications.

Data Management and Organization:

• Maintain organized electronic and physical filing systems.
• Assist with data entry, record-keeping, and tracking key metrics related to staff development and team effectiveness.
• Generate reports, charts, and summaries to support decision-making.

Reception Responsibilities:

• Serve as a receptionist once or twice a month for an hour while the primary receptionist is at lunch, answering calls and welcoming guests.

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Required Skills/Abilities: 

• A strong personal relationship with Jesus, demonstrating Christ-like character and a desire to serve Him through the local church.
• A commitment to the mission of Green Acres Baptist Church: Transforming Lives with the Truth of Jesus.
• Ability to be trusted with sensitive and confidential information.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.) and other relevant software applications.
• Previous experience in administrative support or executive assistant roles preferred.
• Ability to maintain confidentiality and exercise discretion in all matters.
• A positive attitude, willingness to learn, and ability to work collaboratively within a team environment.
• A team player who supports staff development, unity, and healthy team dynamics.
• A person who agrees with Green Acres Baptist Church’s Statement of Faith and lives out its values.

Education and Experience:

• High school diploma or equivalent.
• At least two years’ related experience required. 

Physical Requirements: 

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times. 

Other duties:

The above statements are intended to describe the general nature and level of work performed in this role. Additional responsibilities may be assigned as needed. Hours may be flexible based on special projects, and as the church grows, this role may evolve.

EEO Statement:

Green Acres Baptist Church an equal opportunity employer. All applicants will be considered for employment without attention to race, color, sex, national origin, veteran, or disability status.