Executive Assistant Job Description

Impact Church Metro Detroit

Position Summary

The Executive Assistant provides proactive administrative support to the Lead Pastor and Executive Office. Working within established priorities and delegated authority, this person maintains visibility into commitments, deadlines, meetings, and follow-up; anticipates administrative needs; reminds the Pastor and other responsible parties of next actions; and moves routine work forward without waiting for step-by-step direction. The role protects the Pastor's time and helps ensure that decisions and commitments are translated into timely action.

Role boundary  This is an administrative position, not a ministerial position. The Executive Assistant does not make pastoral, doctrinal, counseling, personnel, or financial decisions beyond specifically delegated authority.

Essential Duties and Responsibilities

Workload management  The Executive Assistant manages responsibilities within the full-time schedule, identifies capacity conflicts early, and asks the Lead Pastor to confirm priorities when needed.

Priority Management and Follow Through

·   Review the Lead Pastor's calendar, commitments, deadlines, and pending decisions each workday; identify preparation needs and items requiring attention.

·   Meet regularly with the Lead Pastor to confirm priorities, review outstanding commitments, and identify decisions needed.

·   Maintain a reliable system for the Lead Pastor's commitments, deadlines, delegated items, and pending decisions; review it regularly with the Pastor.

·   Identify approaching deadlines, unresolved items, scheduling conflicts, and stalled work; provide timely reminders and recommend the next administrative step.

·   Translate the Lead Pastor's decisions and requests into clear administrative actions, confirm owners and due dates when appropriate, and track items through completion.

·   Anticipate recurring weekly, monthly, and seasonal administrative needs and begin preparation early using calendars, checklists, and reminders.

Calendar Meetings and Communication

·   Manage the Lead Pastor's calendar, including scheduling meetings, coordinating appointments, confirming logistics, preparing needed information, and surfacing conflicts or preparation needs.

·   Support meetings and church events by coordinating administrative details, preparing agendas or materials as directed, recording administrative action items when requested, and following up with responsible parties.

·   Monitor general office mail, email, and voicemail; route sensitive or ministerial matters appropriately; and help ensure that routine inquiries receive a timely and professional response.

·   Draft and prepare routine correspondence and outgoing mail on behalf of the Lead Pastor when authorized, accurately reflecting the Pastor's direction and voice.

·   Maintain the churchwide calendar of events across the wall and digital calendars used by the Lead Team, checking for omissions, conflicts, and outdated information.

Executive Office Administration

·   Complete weekly processing of Seed Team envelopes, forms, and reports in the church management software, currently Realm by ACS Technologies.

·   Receive purchasing requests from volunteers, verify that required information is complete, obtain pastoral approval, and execute approved purchases or release petty cash or the purchase card to approved purchasers in accordance with church procedures.

·   Conduct research, gather options, and communicate with vendors on behalf of the Executive Office; bring recommendations or decisions requiring approval to the Lead Pastor.

·   Order and maintain appropriate inventory of office and Dream Team supplies, anticipating replenishment needs before supplies are depleted.

·   Organize and maintain Executive Office files, correspondence, records, receipts, and other documentation so information can be retrieved accurately and promptly.

·   Coordinate administrative projects on behalf of the Executive Office by establishing timelines, confirming responsibilities, monitoring progress, and reporting delays or decisions needed from the Lead Pastor.

·   Identify opportunities to improve Executive Office systems, recurring processes, recordkeeping, communication, and follow-up. Recommend changes and implement approved improvements.

Delegated Authority and Accountability

·   Act independently on routine administrative matters, approved purchases, scheduling, reminders, and follow-up within established procedures and delegated authority.

·   Communicate on behalf of the Lead Pastor only when authorized and distinguish clearly between relaying direction, gathering information, and making a decision.

·   Escalate matters requiring pastoral judgment, ministry direction, counseling, personnel action, policy changes, or financial commitments outside approved authority.

·   Own the administrative follow-through on assigned work, including checking status, resolving routine obstacles, documenting progress, and informing the Lead Pastor when an item needs attention or a decision.

Volunteer Coordination

Recruit, organize, and oversee Dream Team volunteers for special office projects such as mass mailings and data-entry projects. Provide clear instructions, monitor progress, and confirm that the completed work meets requirements.

Qualifications

·   Because this position serves in and represents the Executive Office of Impact Church, the employee must be a professing Christian who sincerely affirms Impact Church's religious beliefs and agrees to conduct their life and work consistently with the church's beliefs and the core values and standards as stated in the Impact Church Living Document.

·   Bachelor's degree or equivalent administrative experience preferred.

·   Excellent written and verbal command of the English language, including the ability to prepare clear and professional correspondence.

·   Exceptional computer proficiency and a demonstrated ability to learn new technology quickly. Comfort using church management software, digital calendars, email, word processing, spreadsheet formulas, and routine calculations.

Core Competencies and Work Habits

·   Self-starter who notices what needs attention, proposes a practical next step, and moves authorized work forward.

·   Strong planning, organization, coordination, research, and follow-through skills.

·   Sound judgment about urgency, priorities, confidentiality, and when to act independently or seek direction.

·   Ability to maintain an accurate task and reminder system and to manage multiple responsibilities with competing priorities and deadlines.

·   Clear, respectful communication; timely status updates, questions, reminders, and notice of risks or delays; and accurate interpretation of the Lead Pastor's direction.

·   Discretion with sensitive information, protection of confidentiality, and professional conduct aligned with the core values stated in the Impact Church Living Document.

·   Accurate records, an orderly office, and flexibility to complete occasional errands or assist with changing administrative priorities.

Physical Demands

The position requires sitting, bending, twisting, reaching, and lifting less than 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.