Job Overview

OVERVIEW

The Executive Assistant will support the Executive Team through administrative, project management, and communications support. S/he will also coordinate and manage all staff meetings, retreats, celebrations, staff practices, and other events as necessary. This full-time position requires an individual who works well with others, is organized, can problem-solve and anticipate needs. S/he is committed to collaboration and mobilization of volunteers and other staff to fulfill the mission and ministry goals of Grace Community Church.

CHARACTER

S/he is a self-aware, spiritually mature believer in a vital, growing relationship with Jesus Christ expressed in a commitment to humble servant leadership and possesses a heart for the local church and the broader kingdom of God.

ABOUT YOU

You excel at detail-oriented tasks and building relationships.You're a problem-solver, using foresight and resourcesfulness to manage projects and people towards a common goal. You anticipate what needs to be done and take the initiative to see it through.

You engage respectfully and humbly when problems or misunderstandings occur. You check assumptions, step into hard conversations, and work towards agreeable solutions. You use your voice to identify inconsistencies and to keep the team/leader accountable. You can guard confidentiality.

While you could work anywhere, using your gifts for God's Kingdom gives you the most joy and fulfillment and seeing the Gospel message advanced and lived out in people's lives is of utmost importance to you.

Job Description

ESSENTIAL FUNCTIONS:

Administrative:

• Manage Executive Team calendars and handle all requests for meetings appropriately.

• Help create agendas and meeting summaries, keeping track of next steps, decisions, and follow-up as necessary.

• Take meeting minutes for various team and project meetings.

• Manage projects and goals along required timelines.

• Multiply and Protect Lead Pastor

• • Shadow Lead Pastor on Sunday mornings (when he speaks) and attend midweek meetings alongside/for Lead Pastor for the purpose of protecting his time and focus and follow-up.

• • Manage outside-Grace speaking requests and ministry collaborations.

• • Post Poema weekly.

• Assist Executive Pastor to coordinate and manage staff meetings and retreats.

• Research and book travel arrangements for ministry meetings/retreats and conferences.

• Research various topics as needed for key projects and initiatives, ordering books, supplies and other materials when needed.

• Provide executive summaries for webinars, podcasts, and other virtual recordings when needed.

• Manage expenses, receipts, mileage, and reimbursements as needed or requested.

• Arrange hospitality for executive-level meetings.

• Coordinate meal schedules for Elder team meetings.

Communications:

• Protect the executive team's time and energy by deciding who and what comes to their attention, including emails, invitations, and meeting requests.

• Engage other ministry leaders, staff, and community leaders on behalf of the Executive team when necessary.

• Craft, proofread and distribute executive-level communications as needed.

COMPETENCIES

• Two years of previous experience as an Executive Assistant or equivalent is preferred.

• Project Management: establish and protect routine while engaging with new initiatives.

• Communication skills: ability to interact with all types of personalities gently, respectfully, and effectively including saying no.

• Writing and Reporting Skills: ability to summarize communications and other written documents. Able to run reports and create Excel reports.

• Well organized and enjoys getting projects across the finish line.

• Coachable/Teachable

• Highly proficient with technology, including Microsoft Office applications (Excel, Word, Teams, etc.)

• Alignment with Grace Community Church's theological convictions and philosophy of ministry, including, but not limited to Gospel-centered and Emotionally Healthy Discipleship; convictions around God's vision for ethnic unity.

SCHEDULE

• 2x Per Week – Meet with Lead Pastor

• 2x Per Week – Meet with Executive Pastor

• 1x Per Week – Meet with Executive Pastor of Ministries

• 1x Per Week – All Sunday AM Gatherings when Lead Pastor is speaking ( ~75% of the year)

• 1x Per Week – Attend the weekly All Staff Meetings on Tuesday mornings

• 1x Per Week – Attend the weekly All Staff Prayer Pause

• 1x Per Month – Meet with Executive Team

• 1x Per Month – Admin Meeting

• 1x Per Year – Participate in the All-Staff Retreat, typically in August

• Christmas Eve + Easter Sunday Gatherings
• As Needed – Initiate / attend project specific meetings

RELATIONSHIPS

• Reports to the Lead Pastor and Executive Pastor
• Works in cooperation with other ministry leaders and the GCC Administrative Staff on behalf of the Executive Team.

BENEFITS

Family Health/Dental Vision Insurance /2 Weeks Annual Leave /2 Weeks Sick/Safe Leave /4 Weeks Paid Maternity/Paternity Leave /10 Holidays/403(b) Plan with Employer Contribution and Match /Employer-Provided Life & LTD Insurance