Executive Administrative Assistant

SUMMARY

This position provides executive assistance and administrative support to the Executive Pastor as needed to fulfill the overall goals and objectives of The Bay Church. This position is responsible for maintaining complete confidentiality while assisting in office administration, meeting support and daily responsibilities to include planning, organizing, scheduling, processing and administering activities by performing the below administrative duties.

SPECIFIC LIST OF DUTIES AND RESPONSIBILITIES

• Work in coordination with the overall goals and objectives of the church mission and strategies of the Senior Pastor.

• Assist the Executive Pastor and all staff to work toward programs of excellence in all areas of the ministry.

• Administer activities to support the Executive Pastor’s strategies and communicate these activities to staff and ministry teams, as instructed by the Executive Pastor.

• Maintain and coordinate the budgets, including preparing purchase requests; preparing and submitting check requests on behalf of the Executive Pastor. Track monthly credit card expenses and prepare a report for the Executive Pastor and Finance Department.

• Submit and manage calendar requests for the Executive Pastor.

• Conserves Executive Pastor’s time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information.

• Maintains Executive Pastor’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

• Welcomes guests and church members/attenders by greeting them, in-person or on the telephone; answering or directing inquiries.

• Maintains congregational confidence and protects operations by keeping information confidential.

• Provides historical reference by developing and utilizing filing and retrieval systems; documenting meeting discussions for the Executive Pastor.

• Coordinate or work in conjunction with trip coordinators to arrange travel, accommodations, supplies, and other needs for trips, concerts, conferences and guest speakers.

• Arrange appointments, type correspondence, maintain files, answer phone, and perform general office duties for the Executive Pastor.

• Type up sermon notes of the Executive Pastor, edit the draft and finalize for weekend services and submit finalized notes to the appropriate individuals or departments.

• As a loyal team member, cooperate with other staff members and follow the leadership of the Executive Pastor.

• Assist other staff members, when in need, to support teamwork and contribute to the successful completion of their objectives and strategies.

• Coordinate the approval of and track scheduled vacation time for The Bay Church staff in conjunction with the Executive Pastor.

• Serve as backup receptionist with other staff members to maintain coverage of the front desk main entrance.

• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Oversees the planning and execution of all events for the Executive Pastor. These include but are not limited to staff meetings, Generosity Culture events and other special events held on campus.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The ideal candidate must be:

• Detailed Oriented

• Show Initiative

• Possess and demonstrate good organization skills

• An excellent communicator

• High ability to multi-task and be flexible

• Able to work well with others as a team

• Respect for confidentiality

EDUCATION AND/OR EXPERIENCE

College degree or equivalent. Five to ten years administrative experience at the executive level. Education may be substituted for experience to perform the duties and responsibilities as described with an emphasis on continual learning.

LANGUAGE SKILLS

The individual must be able to understand written or oral instructions; read, analyze and interpret documents, instructions manuals, and policies and procedures. Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy.

COMPUTER

Demonstrated skill in the use of PC and/or IOS systems to complete work projects. Be able to search the internet for information retrieval. The ideal candidate should have immediate knowledge of Microsoft Office products, including Word and Excel. Knowledge of Adobe Creative Cloud products such as Photoshop, InDesign, Illustrator, knowledge of Monday.com, Google Suite, Community Church Builder, and advanced knowledge of Microsoft Office products such as Word and Excel are a plus.

MATHEMATICAL SKILLS

The individual must be able to apply basic mathematical concepts and operations to such tasks as accounting, budget management, and financial expense.

REASONING ABILITY

The individual must be able to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is required to stand, walk, and reach with hands and arms.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level of the work environment is usually moderate.

Pay Range: $18 - $22/hour

The Bay Church in Concord CA was founded in a storefront in 1931, in what was at that time, the small rural town of Concord, California. The church has experienced much growth over the years and built successive buildings on Galindo Street, Clayton Road, and today our current site on Evora Road.

In 2020, our members and the members from Harvest Time Assembly voted unanimously to merge the two churches. We officially became one church in two locations, and the next chapter of our future is now being created.