Administrative Assistant to the Pastor for Youth Ministries and Pastor of Children's Ministries

Position Overview:

The Administrative Assistant to the Pastor for Youth Ministries and the Pastor for Children's Ministries provides comprehensive administrative support to both pastors. This role involves managing schedules, coordinating logistics, handling confidential information, and facilitating communication between the pastors and internal/external stakeholders. The ideal candidate is highly organized, proactive, and capable of managing multiple tasks with precision and professionalism.

Duties/Responsibilities:

• Answer telephones and greet members, parents, and children warmly.
• Respond to inquiries related to youth and children's ministries, providing necessary information promptly.
• Log and distribute incoming mail, including regular and electronic correspondence.
• Set up, organize, and maintain paper and electronic filing systems in accordance with recognized procedures and standards.
• Record and monitor deadlines, ensuring timely completion of tasks.
• Update status and tracking reports regularly.
• Collect and retrieve information from files as needed.
• Create, format, revise, and edit documents and promotional materials as needed.
• Review and proofread documents and correspondence to ensure accuracy.
• Process and distribute documents efficiently.
• Plan and schedule appointments, conferences, meetings, and travel arrangements for both pastors.
• Coordinate logistics for meetings, events, and programming related to youth and children's ministries.
• Provide administrative support including copying, scanning, and faxing.
• Manage the pastors' calendars, scheduling and prioritizing appointments.
• Prepare detailed meeting agendas and accurately record minutes.
• Maintain confidentiality of sensitive information and documents.
• Conduct research and prepare detailed reports or presentations.
• Serve as the primary point of contact between the pastors and internal/external stakeholders.
• Assist with budget preparation and management, tracking expenses, and processing invoices.
• Assist in coordinating and managing projects, ensuring deadlines are met.
• Organize and manage events such as youth retreats, children's camps, and other ministry activities.
• Troubleshoot basic technology issues and coordinate with IT support.
• Oversee general office operations, including ordering supplies and managing office equipment.
• Assist in the creation and editing of visually appealing presentations and promotional materials.
• Identify opportunities for process improvements and implement changes to enhance efficiency and productivity.

Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and prioritize effectively.
• Professional demeanor and excellent interpersonal skills.
• Ability to work independently and as part of a team.
• Experience working with youth and/or children's programs is a plus.

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