Job Overview

We're looking for a proactive, super-organized Executive Assistant to be the heartbeat of Trinity Church Wayzata.

This isn't just about managing a calendar (though you'll be a pro at that); it's about making sure our Pastor, our staff, and our whole congregation have exactly what they need to thrive. You'll be the person who connects the dots, clears the hurdles, and keeps our mission moving forward with a smile.

Job Description

Primary Responsibilities

In Service of the Pastor

• Manage his calendar, including scheduling, booking, and confirming meetings
• Manage his email inbox, including filtering, routing, and responding when appropriate
• Book and manage all travel
• Create meeting agendas and distribute them in advance
• Track and summarize progress on active projects
• Keep him regularly updated on project status, timelines, and key concerns
• Handle confidential and sensitive information with discretion
• Provide general executive and administrative support as needed

In Service of Staff & Volunteers

• Schedule all regular meetings well in advance (monthly, quarterly, and annual)
• Ensure agendas are prepared and distributed at least one week in advance
• Check in periodically with staff and volunteers to gather updates on projects and goals
• Maintain and update the staff scorecard
• Monitor progress on goals and timelines and compile updates for the Pastor
• Collect relevant information from staff and ministry leaders for weekly bulletin updates
• Monitor the church website and make updates to ensure content is current and accurate
• Maintain, distribute, and update ministry and event checklists
• Coordinate event logistics, including booking venues and ensuring payments
• Help staff and volunteers utilize church systems and tools effectively

In Service of the Church

• Prepare, print, and deliver weekly church bulletins
• Prepare and send the weekly church email
• Prepare and send the monthly prayer email
• Maintain an accurate and up-to-date church database
• Ensure the database is being used effectively to support ministry and shepherding
• Communicate with vendors and service providers as needed
• Order and maintain necessary church supplies
• Help create repeatable, documented processes that strengthen ministry effectiveness
• Support church-wide events and communications with consistency and excellence

Qualifications & Attributes

• Highly organized, detail-oriented, and proactive
• Strong written and verbal communication skills
• Able to manage multiple projects and deadlines simultaneously
• Comfortable handling sensitive and confidential information
• Self-starter who works well independently and collaboratively
• Prior administrative experience required; church or nonprofit experience preferred

Important Note:

The job is in a hybrid setting (some office hours, some light travel, and ability to work from home a little) and will require Sunday morning attendance at Trinity Church Wayzata.