Executive Assistant to the Lead Pastor

Job Description

Ministry: Operations

 

Role Title: Executive Assistant to the Lead Pastor 

Reports to: Lead  Pastor and serves in support of the Leadership Team 

Role Overview: Hope Lutheran Church is seeking an exceptional Executive Assistant to the  Lead Pastor who will serve as a trusted partner to the Lead Pastor by providing executive-level administrative, operational, and communication support. This individual will combine the professionalism, organizational excellence, and discretion expected of an Executive Assistant  with a genuine heart for the Lord and a passion for advancing the mission of our church.

The Executive Assistant will protect the Lead Pastor's time, coordinate events and initiatives driven by the Lead Pastor, and facilitate communication to ensure priorities and information flow smoothly throughout the church. This role is much more than administrative support—it is a ministry of stewardship, service, organization, discretion, and operational excellence.

Our Mission: Sharing the hope of Jesus with a world in need of hope.

Our Vision: To see an ever-increasing number of people trust in Jesus Christ and faithfully live out the 5G’s of discipleship.

Characteristics of the Executive Assistant to the Senior Pastor

• A committed follower of Jesus Christ whose life reflects spiritual maturity, integrity, humility, and a servant's heart.
• Wholeheartedly embraces the mission, vision, and values of the church and views their work as ministry.
• Demonstrates the professionalism, initiative, and executive presence expected of an Executive Assistant supporting church leadership.
• Exceptionally organized with the ability to manage multiple priorities while maintaining accuracy, excellence, and composure.
• Exercises exceptional judgment, discretion, and confidentiality in handling sensitive information and relationships.
• A proactive problem solver who anticipates needs, identifies solutions, and executes with minimal supervision.
• An outstanding communicator with excellent written and verbal communication skills and the ability to represent the Lead Pastor with wisdom, grace, and professionalism.
• Emotionally intelligent with strong interpersonal skills and the ability to build trust with staff, church leaders, volunteers, and members.
• A collaborative team player who thrives in a fast-paced environment while maintaining flexibility and a positive attitude.
• A lifelong learner who welcomes feedback, pursues continuous improvement, and strives for excellence in every area of responsibility.
• Highly proficient with Google Workspace, calendar management, project management, and modern communication tools.
  

Position Responsibilities 

• Manage the Lead Pastor's calendar, appointments, meetings,  and ministry priorities, while protecting time through effective scheduling and prioritization.
• Provide comprehensive administrative support to the Lead Pastor and Executive Director, including correspondence, meeting coordination, confidential communications, and executive assistance.
• Prepare agendas, reports, meeting notes, and follow-up action items.
• Coordinate special projects and ministry initiatives from planning through completion, ensuring deadlines and priorities are met.
• Maintain confidential records, church documentation, and administrative files with a high degree of integrity and discretion.
• Serve as the primary point of contact for church office communications by screening calls, managing emails and text messaging platforms, and directing inquiries to appropriate staff and ministry leaders.
• Coordinate worship service administration, including sermon preparation, presentation slides, sermon series planning, and discipleship materials.
• Manage church management systems (ChMS/CCB) by maintaining member records, creating events and registration forms, processing data, generating reports, and supporting ministry communications.
• Coordinate church events initiated by the Lead Pastor, leadership meetings, baptisms, funerals, classes, conferences, and other ministry activities.
• Support Adult Discipleship ministries through event coordination, curriculum administration, volunteer support, and ministry resources.
• Prepare monthly leadership and Board reports by compiling attendance, engagement, volunteer, and ministry metrics.
• Coordinate ministry logistics, including facility reservations, room scheduling, supply purchasing, vendor coordination, and event support.
• Assist with guest assimilation, membership follow-up, prayer communications, congregational engagement, annual reports, congregational meetings, leadership retreats, and other church-wide initiatives.
• Train ministry leaders and volunteers in church management systems and ministry software while supporting effective ministry operations across multiple departments.

What success looks like 

• Calendars, meetings, travel, and communications are executed seamlessly with exceptional attention to detail.
• Projects move forward efficiently because of consistent coordination, communication, and follow-through with ministry leaders and volunteers.
• Church leaders, staff, volunteers, and ministry partners experience timely, professional, and gracious communication.
• Sensitive information is handled with complete confidentiality and sound judgment.
• Administrative systems and workflows become increasingly efficient and effective.
• The Executive Assistant consistently anticipates needs, solves problems proactively, and contributes to a culture of excellence, unity, and servant leadership.
• The ministry of the Lead Pastor is strengthened through trusted partnership, allowing the church to more effectively accomplish its mission and vision.

Position Details:

• Full-Time 30+ hours (may require some Sunday mornings)
• Compensation range $22-$24/hour
• Paid time off including vacation, sick, wellness, and holiday time
• Pension and Health Benefits