Operations and Communications Ministry Assistant

GENERAL PURPOSE

The Ministry Assistant supports the Executive Pastor of Operations by providing administrative, coordination, and project support that protects leadership focus and advances ministry effectiveness. This position serves as a trusted gatekeeper and coordinator, managing calendars, communications, workflows, volunteers, and logistics so ministry priorities move forward with clarity, accountability, and excellence.

ESSENTIAL JOB FUNCTIONS

• Manage and prioritize the Executive Pastor’s calendar, scheduling meetings, maintaining buffers, and providing advanced planning.

• Serve as a gatekeeper for meeting and time requests, exercising discretion and judgment.

• Prepare agendas, materials, meeting notes, and follow-up items for staff, operations, and stewardship meetings.

• Manage inbox triage and draft communications for review and approval.

• Coordinate vendors and manage volunteer teams as needed for administrative and ministry support functions.

• Support project coordination and task tracking to ensure progress and accountability.

• Assist with financial workflow support, including expense tracking, budget updates, and stewardship materials.

• Provide event, office, and reception coverage support, including volunteer scheduling and coordination.

SPECIFIC RESPONSIBILITIES

• Independently schedule routine internal, volunteer, and vendor meetings for approved initiatives.

• Decline or delay meeting requests that conflict with priorities, exceed capacity, or lack preparation.

• Shift team productivity toward task-based workflow systems such as Asana.

• Recruit, schedule, and manage volunteer teams, providing clear expectations and accountability.

• Prepare monthly stewardship meeting materials, including financial summaries and presentations.

• Assist with quarterly and annual reporting preparation for church leadership and congregation.

• Support seasonal ministry initiatives including budgeting, major events, and ministry launches.

QUALIFICATIONS

• Demonstrated project coordination experience (required).

• Strong organizational, communication, and follow-through skills.

• Ability to manage multiple priorities with discretion and sound judgment.

• Comfort working with volunteers and holding others accountable.

• Technology proficiency with email, calendars, documents, and task tools.

PREFERRED EXPERIENCE

• Administrative or executive assistant experience.

• Ministry or church staff experience.

• Volunteer coordination experience.

• Financial or budget familiarity (non-accounting).

• Event planning or logistics experience.

• Experience with task management systems (e.g., Asana).

• Familiarity with church databases.

WORK SCHEDULE & EXPECTATIONS

• 30 hours per week, Monday–Thursday, 8:30 a.m.–4:30 p.m.

• Office-first position.

• Occasional evenings or weekends with advance notice.

• Encouraged participation in church life, typically not in a working capacity on Sundays.

POSITION BOUNDARIES

This position does not include graphic design responsibilities, staff supervision, independent communications posting, or primary financial administration. The Ministry Assistant supports and coordinates work but does not replace designated communications or financial roles.

Job Type: Part-time

Pay: $17.00 - $20.00 per hour

Expected hours: 30 per week

Work Location: In person