Ministry Executive Assistant

Description:

Do you love bringing order to busy schedules, helping leaders stay focused, and making sure the details behind meaningful ministry run smoothly? If you’re a highly organized, relational, and proactive administrative professional, we’d love to meet you.

We’re looking for a part time (30 hrs) Executive Assistant to support our Willow South Barrington Campus Pastor and Associate Campus Pastor. In this role, you’ll be a trusted partner who helps keep priorities moving forward, ensures communication flows smoothly, and helps create excellent experiences for staff, volunteers, and congregants.

This position has a typical Monday–Friday schedule, with occasional Sunday hours for key events or gatherings.

What You’ll Do

As Executive Assistant, you’ll help keep the campus leadership team organized, prepared, and supported so they can focus on leading and caring for people.

Support Campus Leadership

• Manage calendars and scheduling for the Campus Pastor and Associate Campus Pastor
• Coordinate meetings, prepare materials, and track follow-ups
• Help draft communications and manage email responses when appropriate
• Anticipate needs and keep projects and priorities organized

Coordinate Meetings and Events

• Support logistics for campus staff meetings, retreats, donor events, and campus-wide gatherings
• Help ensure details are organized and events run smoothly
• Budget and Administrative Management
• Assist with budget tracking and reporting
• Reconcile purchase cards and submit invoices
• Maintain organized project files and documentation

Campus Communication & Coordination

• Help coordinate campus announcements and weekly communications
• Respond to requests from congregants and help direct them to the right resources
• Support churchwide planning processes and maintain campus planning entries

Support Campus Ministries

• Provide administrative support to the Willow South Barrington Groups Ministry
• Monitor volunteer safety process tracking
• Assist with ministry communications and congregant connection follow-up

Compensation & Benefits

This role is 30 hours per week with a salary range of $40,000 – $55,000, depending on experience and education.

Our benefits package includes:

• Medical, dental, and vision insurance available
• Health Savings Account (HSA)
• Mental health counseling expense reimbursement
• Retirement savings planning
• Parental leave
• Paid time off Dec 25th - Jan 1st and the week of July 4th, in addition to accrued paid time off

Why This Role Matters

Behind every thriving ministry are people who make things happen behind the scenes. In this role, your organization, care for people, and attention to detail will help leaders lead well and ensure our campus community feels supported and connected.

If you enjoy helping leaders succeed and want your work to contribute to meaningful impact in people’s lives, we’d love to hear from you.

Requirements:

What You Bring

We’re looking for someone who combines exceptional organization with strong relational skills.

Experience & Skills

• 3–10 years of executive or senior-level administrative experience preferred
• Exceptional organization and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High level of discretion with confidential information
• A proactive mindset—anticipating needs rather than waiting for direction

Personal Strengths

• Resourceful and dependable
• Relational and service-oriented
• Able to manage details while keeping the big picture in mind
• Comfortable working both independently and collaboratively