Personal Assistant - (Adminstraitve)

Personal Assistant 

Job Description

Personal Assistant:

This position of Personal Assistant (PA) is an important ministry, for a pastor of a church and ministry. The PA operates in the background; however, the PA is often the first person with whom the public communicates with. The PA will serve and reflect both the Vineyard Church, and Hearts of Fire (HOF) International.

The PA reports directly to the Pastor and oversees and enacts church/ministry business in all areas related to database management, email/phone duties, managing the church and Pastor Aaron’s schedules, legality, liability, organization of data, digital and written communication, and efficient processes.

Qualifications:

·      Strong computer skills with a solid or growing working knowledge of Microsoft Office, Google Docs, Microsoft Publisher, Outlook, and Monday.com

·      Experience with electronic file storage, such as cloud, Google Drive or Dropbox is a plus

·      Familiarity with or ability to learn social media, such as Twitter, Facebook, Instagram

·      Proficiency in the use of standard office tools/supplies

·      Have excellent command of English composition, grammar, spelling, and punctuation

Job Requirements

·      Submit Resume (include 3 references)

·      Complete Job Application

·      Complete Background Check

·      Sign a Non-Disclosure Agreement Form

Job Duties Include:

·      Organize Vineyard Church/HOF schedule/calendars:

a.    Create processes that will help with more efficient communication and clarity in all Vineyard/HOF affairs

b.    Keep Church Calendar (Google – linked to website) up to date

c.     Manage to do lists on Monday.com

d.    Insurance – Maintain adequate liability insurance for the Vineyard & Hearts of Fire, the ministers and their boards. Provide proof of insurance to rental facilities when requested.

e.    Be the point person between the Vineyard/HOF and the bookkeeper (this would be things like weekly contributions, receipts from credit card purchases, changes to payroll, bills that need to be paid, ect.

·      Email:

o  Check and answer email, text, phone in a timely manner

·      Data Organization – Responsible for creating and maintaining a church database to be used for communication, outreach, and recordkeeping:

a.    Maintain church database, adding in visitors, keeping contact information up-to-date, etc.

b.    Publish an updated Church Directory annually (needs to be done in 2022)

c.     Manage investment fund accounts (bookkeeping, not the investment choices)

·      Communication:

a.    Personal –

     i.    Check with Nursery/Children’s Coordinator to see how many hours the Nursery Manager has worked for the month (then communicate that to the bookkeeper so we know how much to pay her).

     ii.   Communicate to all Directors and Coordinators in regards to their responsibilities for each given event/church service

b.    Written –

     i.    Church bulletin – Compile information, create the church bulletin each week and email to staff member to be printed as needed.

     ii.    Send out the tax receipts to all donors at the end of the year (email or snail mail).

c.     Digital

     i.    Design and send out emails to church members about Sunday sermons, upcoming events, special speakers, etc. when needed.

     ii.    Provide the forms for the Sunday contribution count

d.    Website – Review websites to make sure they all are up to date and communicate any needed updates with the website administrator, Trey Simon, who will then implement them (weekly).

e.    Facilities – Manage contract and communication with rental locations, including special needs (Xmas Eve, Block Parties, etc.)

·      Rental Facilities – manage contracts and communicate with rental facilities

·      Perform background checks on all HOF staff and all children ministry helpers. Children’s Ministry Director will forward you their applications. Take that information and enter into the WA State Patrol website. It will provide a report that states whether they have any criminal records in this state. Keep these reports on file.

·      Participate in establishment of Annual Budge with Board of Directors

·      Help plan special events.

·      Schedule speakers, worship leaders, for special events, including making flights, hotel, and transportation arrangements. Then have a report with all of that information available to Pastor Aaron and to whomever needs to know.

·      Fly into town to serve during any major event.

·      Receive and forward prayer requests and send them out to the Prayer Directors/Intercessors for both the Vineyard & HOF

·      Attend staff meetings via Zoom

·      Routine filing of paperwork and digital documents

·      Notify Pastor(s) of member hospitalizations, deaths, ect.

·      Facilitate video conferencing (Zoom, Streamyard, ect.) when needed

Other General Expectations:

Exhibit professionalism, conscientious work ethic, and accountability.

Should be willing and able to work a fast pace within a variety of settings and circumstances with composure and flexibility.

Conscious of the need for confidentiality concerning financial records, counseling situations, personal matters, and all contacts (including speakers, members), ect.

Should be a person who gives extreme attention to details with an eye for excellence.

Should be willing to seek new information, training, and resources as needed.

Should be a self-starter, good at multitasking, and prioritizing projects.

Should possess strong administrative skills and the ability to work both independently and as a team player.

Work Location:

Typical work hours will be held remotely, however working onsite at other locations will be needed occasionally during special events (for example: Portland for the National Prayer Summit).

Compensation Package: Your employment would be part-time. This position will at times simultaneously intertwine with both the Vineyard Church and Hearts of Fire.

Typical Schedule:

8-10 hours per week, including Tuesday staff meetings.

Conferences – TBD

Church Events – TBD

Note: During the months that feature events, the tasks and duties will increase your working hours, before, during, and after the actual event. For example, the big event of the year for HOF is in October, and you should expect to work more than normal week for the entire month of October. Other events can also see a temporary increase in the workload.

SEND RESUMES TO: [email protected]