Administrative Assistant - Adult Ministries

Wheaton Bible Church•West Chicago, IL

About The Position

Wheaton Bible Church (WBC) is a dynamic, thriving multiethnic church community seeking to live out our mission to Love God, Love One Another, Love our Neighbors, and Love the Nations in the Chicago suburbs and globally with our 90+ sent missionaries and indigenous partners. We currently hold worship services in both English and Spanish while providing space, care, and leadership coaching for 5 additional ethnic language fellowship groups. Additionally, we serve our local community through West Chicago’s largest social service provider Puente de Pueblo by providing case management services for families, adult literacy programming, and after-school programming for children and youth. The Adult Ministry Administrative Assistant will give administrative support to the Discipleship, Life Groups/Adult Communities, Young Adults, and Connection’s Ministry teams so that it supports the Purpose, Mission, and Values of Wheaton Bible Church of seeing people Love God, Love One Another, Love our Neighbors, and Love the Nations.

Requirements

2-4 years administrative experience in a fast-paced environment.
Experience with databases and financial platforms preferred.
Proficient in the Microsoft Office Suite.
Alignment with and commitment to assisting the ministries of the church in fulfilling our mission, vision, and values.
Acceptance and agreement with WBC Statement of Doctrine and Faith and WBC Statement of Christian Lifestyle.
Become an active member and participant in the life of WBC.

Nice To Haves

Strong interpersonal skills with the ability to deal with a wide range of situations.
Excellent verbal and written communication skills, and engaging speaking skills.
Possesses the spiritual gift of administration and the heart of a servant.
Forward thinking, self-motivated, takes initiative to address future concerns.
Possesses excellent communication and follow-up skills.
Possesses general business writing skills.
Recruiting, training, overseeing, and developing administrative people who serve.
Possesses strong interpersonal and professional relationships with others.
Excellent planning and organizational skills.
Is committed to balance in his or her life, maintaining appropriate boundaries in ministry and personal choices.

Responsibilities

Calendar Management: maintain and prioritize calendar -resolving conflicts and arranging meetings.
Screen and prioritize emails, draft correspondence, proofread reports.
Track action items and ensure follow-up
Help facilitate productive meetings by preparing agendas, taking and compiling notes, and sending out post-meeting recaps with assigned tasks and due dates.
Provide all aspects of support including but not limited to registration, group placements, preparing and distributing materials, and providing onsite support during ministry launches and leader trainings.
Support special events by working closely with event lay-leadership teams and the Ministry Lead.
Recruit, train, oversee, and develop administrative people who serve.
Update and maintain MyWBC database information (build groups, attendance tracking, running reports).
Process ministry receipts as necessary
Assist with managing incoming requests of people wanting to get connected to the various ministries as participants or serving.
Manage Communications Request Process for print, social media, and web design, making website updates as needed.
Schedule appointments, set up meetings, process expenses, handle printing, and mailing assignments, reserve facility needs using eSpace, etc.
Maintain filing and organization of assigned storage spaces.
Order books and other materials.
Plan, coordinate and/or administrate special events/projects.
Make travel arrangements for team travel to conferences/seminars or retreats.
Coordinate and collaborate with the Administrative Assistants who support Women’s, Men’s, Marriage and Congregational Care Ministries.
Perform other administrative duties as assigned.
Serve in churchwide projects or ministry initiatives as needed.
Maintain a high degree of confidentiality.
Participate as a member of the staff team and be available to assist in general duties as opportunities arise.