Executive Assistant at Harvesters International

Job Details

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