Overview

The Executive Assistant (EA) provides high-level administrative, operational, and ministry-support to the Executive Director (or Senior Pastor/Board) of a religious non-profit organization. This role acts as a primary point of contact for internal and external stakeholders, ensuring the executive's time, communications, and projects are managed with discretion, efficiency, and alignment with the organization’s core mission and values.

Key Duties & Responsibilities

1. Executive Support & Calendar Management

• Manage and maintain complex, dynamic calendars, coordinating appointments, pastoral visits, meetings, and travel itineraries.

• Screen, prioritize, and route incoming communications (emails, phone calls, and mail), drafting correspondence and handling routine inquiries on behalf of the executive.

• Prepare briefing materials, agendas, reports, and presentations for leadership meetings, board sessions, and donor updates.

2. Board & Committee Administration

• Serve as the administrative liaison for the Board of Directors, managing meeting schedules, distributing board packets, and recording accurate minutes.

• Track action items resulting from board and executive meetings to ensure timely completion.

3. Ministry & Operations Coordination

• Coordinate logistics for special events, conferences, seasonal ministry programs, and volunteer gatherings.

• Assist with vendor management, facility scheduling, and office supply procurement.

• Support onboarding processes for new staff members and ministry volunteers.

4. Financial & Donor Administration Support

• Assist with basic bookkeeping tasks, such as tracking executive expense reports, reconciling credit cards, and processing invoices.

• Maintain confidential donor and member records with strict adherence to data privacy and organizational protocols.

• Assist in coordinating correspondence for stewardship campaigns, donor appreciation, and seasonal appeals.

Alignment: A personal commitment to the faith, mission, and values of the organization.

Experience: 3+ years of administrative experience supporting senior leadership (experience in a church, ministry, or non-profit setting preferred).

Skills: Exceptional organizational and time-management skills; proficiency in office productivity software (Google Workspace, Microsoft 365, database/donor management tools).

Discretion: Impartial judgment and the ability to maintain absolute confidentiality regarding sensitive leadership, personnel, and donor matter

Qualifications