Executive Assistant

Scope:

The Executive Assistant provides high-level administrative and operational support to the Executive Minister and Senior Pastor, ensuring the effective management of schedules, communications, events, and key ministry initiatives. This role serves as a trusted partner to church leadership, helping advance the mission and vision of the church through excellent organization, coordination, and service

Ministry/Dept.:

Pastoral Office

Employment Type:

Full Time

Supervisor:

Senior and Executive Pastors

Schedule:

Monday – Friday ; 8:30 am – 5:00 pm

Supervises:

None

FLSA:

Exempt

Job Class:

Administrative

Environment:

Office

General Responsibilities:

• Under the direction of the Executive Minister and Senior Pastor, provide high-level administrative support, ensuring efficient execution of pastoral office initiatives, policies and priorities.   
• Assist with budget development, monitoring, expense tracking, and financial administration for the Senior Pastor and designated ministry areas.
• Provide reception and front desk support as needed to maintain a welcoming and responsive office environment.
• Perform additional duties and special projects as assigned to support executive and ministry operations.

Executive & Pastoral Office Responsibilities:

• Manage complex calendars, schedules, appointments, speaking engagements, travel, mission trips, and ministry commitments for the Executive Minister and Senior Pastor.
• Serve as the primary point of coordination for executive meetings, communications, visitors, and correspondence, exercising discretion and sound judgment with confidential and sensitive information.
• Oversee daily operations of the Pastoral Office, including office administration, ordering supplies, guest hospitality, and general logistical support.
• Coordinate and support weekly ministry activities, churchwide initiatives, seasonal events, and strategic projects led by the Executive Minister and Senior Pastor.
• Attend meetings as requested; prepare agendas, minutes, presentations, reports, and supporting materials to ensure effective follow-through and execution.
• Manage event reservations, meeting logistics, room requests, and scheduling through the church's event management and facility systems.
• Maintain and oversee churchwide calendar, ensuring accuracy, timely communication, and organizational alignment.
• Coordinate sermon support activities, including management of sermon calendars, illustration materials, communication with worship department, and arrangements for guest speakers and preachers.
• Serve as liaison to the Elder Board by coordinating meetings, preparing agendas and materials, maintaining records, and supporting elder-related events and communications.
• Serve as liaison to the Finance Committee by coordinating meetings, preparing agendas and materials, maintaining records, and generating meeting minutes.
• Plan and execute key churchwide and leadership events, including Town Halls, Elder Installation, senior staff retreats, and other special initiatives.
• Coordinate domestic and international ministry travel for the Senior Pastor, including itineraries, registrations, flights, visas, participant communications, budgets, and required documentation.
• Maintain accurate financial records, process expenses and honorariums, and support budget stewardship and reporting for assigned areas.
• Provide administrative support to executive leadership team members and designated ministry leaders as needed.
• Build and maintain positive relationships with church members, ministry leaders, volunteers, guests, and community stakeholders through professional, responsive, and service-oriented communication.
• Demonstrate flexibility, initiative, and a "whatever it takes" approach in supporting the mission, vision, and leadership of the church.

Requirements & Qualifications:

As a religious organization, all employees must agree to conduct themselves in a way that does not undermine or contradict the contents of the church's Doctrinal Statement and Statement on Marriage and Human Sexuality based upon its sincerely held religious beliefs, to qualify for employment with Northwest Bible Church. This is necessary to accomplish the Church’s religious mission, goals, and purpose.

• Demonstrates a growing relationship with Jesus Christ as Savior and Lord.
• Active member, or willing to become an active member, of Northwest Bible Church.
• Exhibits the highest level of integrity and confidentiality, exercising discretion, diplomacy, and sound judgment when handling sensitive information and time-sensitive matters.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Self-motivated, resourceful, and proactive, with the ability to anticipate needs and solve problems effectively.
• Strong attention to detail and critical-thinking skills, with the ability to identify issues and implement practical solutions.
• Excellent written, verbal, and interpersonal communication skills, with the ability to interact professionally and effectively with staff, church leadership, volunteers, and congregants.
• Proven ability to manage large volumes of information while maintaining accuracy, responsiveness, and efficiency.
• Experience in event planning, project coordination, and budget administration.
• Minimum of 3-5 years of progressively responsible administrative experience required; experience providing direct support to senior executives or organizational leaders strongly preferred.
• Experience coordinating complex calendars, travel arrangements, meetings, and logistics preferred.
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and related technologies.
• Bachelor's degree preferred.