Executive Ministry & HR Administrator

JOB DESCRIPTION

The Executive Ministry Administrator provides essential organizational and logistical support primarily to Pastors Vince and Sarah by coordinating meetings, managing communication with ministry teams, overseeing volunteer engagement, and ensuring the smooth execution of ministry operations and events. Additionally, this position will manage the HR responsibilities for the staff team at Reading City Church.

PRIMARY RESPONSIBILITIES

1. Calendar & Meeting Coordination

• Coordinate and schedule meetings with all ministry teams overseen by Vince and Sarah, aligning with their personal calendars and the church calendar.
• Send reminders for upcoming meetings and ensure all logistics are in place, including:
• Ordering food
• Preparing handouts or printed materials
• Coordinating room setup with Kathy for classes or events
• Set up and coordinate weekly and monthly visitations and ministry meetings for Sarah.
• Participate in communication and follow-up regarding meetings as needed.

2. Ministry Operations & Communication

• Maintain ongoing communication between Vince, Sarah, ministry directors, and volunteers.
• Send needed items for print (class materials, bulletins, posters, and other ministry resources).
• Maintain a regular outflow of thank-you cards to ministry teams, donors, clergy, partners, and church partners.
• Check in with Sarah/Vince/Ceirra to make sure any new visitors were not missed
• Monitor and update Lists in Planning Center People to account for new visitors being added as attenders and removing anyone who has moved or left
• Schedule ministry teams for preaching and announcements, hospitality, media, and tech.
• Ensure communion supplies (bread, wine, and juice) are stocked and prepared each Sunday.
• Maintain spreadsheets for grant submissions, collecting and inputting data from church events and general gatherings
• Respond or pass along any emails that come to “info” email
• Formulate, send for approval and then print & place:
• Letters from the Elders
• Letters from the Finance Team
• Letters from the Governance meetings

3. Volunteer & Event Coordination

• Oversee communication with volunteer teams for major events, ensuring smooth coordination with directors and volunteers for service opportunities and outreach events.
• Manage volunteer service platforms such as Alvernia’s service opportunity site.
• Help organize major holiday events (Christmas, Easter, baptisms, etc.), including ordering supplies, coordinating setup, and managing volunteer involvement.

4. Clergy Support & Special Engagements

• Coordinate clergy speaking engagements, guest speaker arrangements, and preaching requests as needed.
• Manage Peerspace tours, rentals, and inquiries for weddings and events, including clergy requests to perform ceremonies and related fee schedules.
• Collaborate with Sarah to ensure all rentals and ceremonies align with the church calendar and clergy schedules.
• Assist in scheduling and coordinating clergy vision retreats and personal spiritual retreats.

5. Staff & Internal Events

• Help coordinate staff retreat days, training days/evenings, and staff fun days in collaboration with Vince and Sarah.
• Assist with food orders, room setup, and communication with venues as needed.

6. Human Resources

• Calendar updates, links & getting info
• Google suite management
• Staff meeting notes and action items
• Onboarding/Exiting/Personnel process for all new hires and resignations/terminations
• Prepare all job descriptions and review documents for staff reviews to be given ahead of time to reviewing team
• Follow up with all employee’s post review with actions items/raises and collect signatures on all employee reviews to be filed in each personnel file
• Help to create internal policies and write them up
• Administrate FOB’s and manage the FOB access system

SKILLS AND CHARACTER TRAITS

• Self-motivated and proactive self-starter
• Highly organized and efficient with time management
• Strong follow-through and ability to anticipate needs
• Excellent communication and interpersonal skills
• Able to read situations and adapt effectively
• Proficient in Google Suite and related applications
• Works well independently and collaboratively

Pay: $18.00 per hour

Expected hours: 12.0 – 15.0 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: In person