Executive Assistant to the Lead Pastor

The Executive Assistant to the Lead Pastor serves as a strategic partner to the Lead Pastor, providing high-level administrative support to maximize the Lead Pastor’s effectiveness and ministry impact. This role ensures seamless coordination of the Lead Pastor’s schedule, communications, and priorities while serving as a key liaison between the Lead Pastor and staff, volunteers, and congregation. The Executive Assistant anticipates needs, manages projects, and removes obstacles so the Lead Pastor can focus on vision, teaching, and shepherding the church.

**Open to a seminary student eager to get real-time experience in church leadership.**

Essential Roles & Responsibilities

Calendar & Schedule Management – Manage the Lead Pastor’s calendar, coordinate meetings, appointments, and speaking engagements. Proactively schedule time for sermon preparation, strategic thinking, and personal margin.

Email & Communication Management – Monitor and manage the Lead Pastor’s inbox, draft correspondence, and ensure timely responses. Triage incoming communications and route appropriately.

Meeting Coordination & Documentation – Attend executive team meetings and other key meetings, take detailed notes, track action items, and follow up to ensure tasks are completed.

Project Management – Lead and coordinate special projects on behalf of the Lead Pastor, ensuring deadlines are met, stakeholders are informed, and outcomes align with church priorities.

Staff Communication & Coordination – Communicate with staff on behalf of the Lead Pastor regarding meetings, events, announcements, and initiatives. Coordinate cross-departmental efforts to prevent bottlenecks at the Lead Pastor level.

Event & Meeting Preparation – Plan and prepare for all staff meetings, retreats, and leadership gatherings. Create agendas, coordinate logistics, prepare materials, and ensure smooth execution.

Proactive Planning & Anticipation – Think ahead on behalf of the Lead Pastor. Anticipate needs, prepare resources, identify potential challenges, and proactively address issues before they arise.

Task & Priority Tracking – Maintain systems to track key tasks, deadlines, and priorities. Provide regular updates and reminders to ensure nothing falls through the cracks.

Confidentiality & Discretion – Handle sensitive information with the highest level of confidentiality and discretion. Exercise sound judgment in all interactions.

Expense Management – Manage expense tracking, receipt collection, and reimbursement submissions to finance, ensuring timely and accurate processing.

Knowledge/Skills/Experience

2-4 years of experience in a similar role
Bachelor’s Degree preferred or equivalent trade or relevant experience
Very strong technical proficiency across computers, applications, Google Workspace, social media platforms, and project management tools. Quickly masters new software with minimal training or supervision.
Proven ability to maintain strict confidentiality and handle sensitive information with discretion
Experience taking detailed meeting notes and minutes in professional settings
Strong project management skills with demonstrated ability to see initiatives through to completion
Methodical approach to task management with consistent follow-through
Strong communication skills both in public settings as well as interpersonally
Understanding, knowing and aligning to mission/vision
Excellent relational, interpersonal, problem-solving and rapport-building skills with both staff and volunteers
Excellent self-management and organizational skills; able to prioritize effectively, lead teams, or work independently depending on the need
Adapts effectively to changing priorities and performs effectively in pressure situations
High attention to detail