Administrative Assistant: Full-time

Calvary Albuquerque•Albuquerque, NM

About The Position

Pastoral & Ministry Administrative Support Job Responsibilities Manage and maintain Pastor Mats calendar, including scheduling and organizing meetings Review and monitor inbox communications, ensuring timely follow-up and prioritization Keep Pastor Mat informed of key requests, communications, events, and action Items Attend meetings and distribute notes as requested (weekly) Compile documents for Pastor for meetings Book travel if/as needed for Pastor Staff Development Day (1-2 events per year) Oversee and manage the event budget to ensure responsibility and strategic allocation of resources Research, secure, and book venue, transportation, and activities Plan and execute a meaningful and engaging experience for all staff Compile and coordinate all event supplies and materials Develop and finalize the order of service and event flow Manage RSVP collection and tracking for staff attendance Coordinate and distribute staff gifts Lead event setup and teardown logistics Creative Team Gatherings (monthly or as directed by Pastor) Plan and schedule creative team gatherings Coordinate event logistics and enter details into Espace Prepare and organize all necessary supplies for each gathering Staff Rallies (weekly) Plan and schedule weekly staff rallies, including coordinating teaching schedules for pastors Communicate rally details and requirements to appropriate teams Prepare and organize supplies for various rally types (e.g., birthdays, holidays, and special celebrations) Ensure rallies are engaging, meaningful, and aligned with Calvary culture Provide clear and timely communication to staff regarding rally details Staff Care (as requested) Plan and execute Joy Dealer initiatives to foster a culture of appreciation and encouragement among staff Develop creative strategies to promote staff morale and engagement Order and coordinate materials for weekly Joy Dealer activities Manage staff milestone recognition by communicating anniversaries, coordinating gifts, and facilitating presentations during rallies First-Time Guest Follow-Up (weekly) Coordinate and send first-time guest follow-up videos on behalf of Pastor Mat Creative Team Meetings (weekly) Organize, label, and maintain recordings to ensure easy accessibility and Reference Special Services (special weekends only generally, 3-4) Coordinate and facilitate large-scale gifts for special occasions such as Mothers Day and Fathers Day (e.g. rent for a year, car, etc.) Collaborate with the Next Steps team to execute elements such as outdoor experiences, congregation gifts, and SoPo beverage coordination Production Administrative Support Review Espace requests Procure and maintain necessary supplies, equipment, and staging needs, including upgrades, repairs, and renewals Schedule routine maintenance such as piano tuning Purchase items as need for production team/pastor Special Events Plan, organize, and host green rooms for production staff collaborating with worship assistant special events and services (e.g., Christmas, Easter, concerts, worship nights) Coordinate hospitality by ordering meals, snacks, and refreshments for rehearsals and event days Food Truck Coordination (weekly) Schedule and book food trucks for Wednesday evening services Coordinate meal purchases for worship and production volunteers Budget Management & Renewals (annually) Conduct comprehensive budget reviews and develop proposals for multiple ministry areas, including: o Ministry Support o Staff Appreciation o Audio (Osuna, Santa Fe, Westside) o Connect Groups o Creative Team Nights o Decision Team o Life Track o Worship o Video o Welcome Team Paylocity Administration Review and approve production timecards Process and approve time-off requests once approval has been given Manage punch corrections to ensure payroll accuracy Additonal Tasks and Responsibilities Ability to maintain and respect strict Pastoral confidentiality Maintain and develop tracking and filing systems as needed (both electronic and physical) Create, update and/or maintain databases in Outlook, Excel, etc.

Requirements

A Christ-centered heart to serve founded on a solid foundation of spiritual maturity and ministry experience
The heart, work-ethic, faith, and duty of a servant of Christ as Jesus Himself described in Luke 17:7-10
Must be a member of the Body of Christ at Calvary Church Osuna/West Side/Santa Fe Campus; Calvary Church must be your home church
Bachelors degree or at least 4 years of equivalent experience
Strong organizational skills
Ability to problem solve
Effective interpersonal skills and a team-player attitude
Strong written and verbal communication skills
Demonstrates ability to cooperate with and submit to authority
Demonstrates ability to work independently on assigned tasks

Responsibilities

Manage and maintain Pastor Mats calendar, including scheduling and organizing meetings
Review and monitor inbox communications, ensuring timely follow-up and prioritization
Keep Pastor Mat informed of key requests, communications, events, and action Items
Attend meetings and distribute notes as requested (weekly)
Compile documents for Pastor for meetings
Book travel if/as needed for Pastor
Oversee and manage the event budget to ensure responsibility and strategic allocation of resources
Research, secure, and book venue, transportation, and activities
Plan and execute a meaningful and engaging experience for all staff
Compile and coordinate all event supplies and materials
Develop and finalize the order of service and event flow
Manage RSVP collection and tracking for staff attendance
Coordinate and distribute staff gifts
Lead event setup and teardown logistics
Plan and schedule creative team gatherings
Coordinate event logistics and enter details into Espace
Prepare and organize all necessary supplies for each gathering
Plan and schedule weekly staff rallies, including coordinating teaching schedules for pastors
Communicate rally details and requirements to appropriate teams
Prepare and organize supplies for various rally types (e.g., birthdays, holidays, and special celebrations)
Ensure rallies are engaging, meaningful, and aligned with Calvary culture
Provide clear and timely communication to staff regarding rally details
Plan and execute Joy Dealer initiatives to foster a culture of appreciation and encouragement among staff
Develop creative strategies to promote staff morale and engagement
Order and coordinate materials for weekly Joy Dealer activities
Manage staff milestone recognition by communicating anniversaries, coordinating gifts, and facilitating presentations during rallies
Coordinate and send first-time guest follow-up videos on behalf of Pastor Mat
Organize, label, and maintain recordings to ensure easy accessibility and Reference
Coordinate and facilitate large-scale gifts for special occasions such as Mothers Day and Fathers Day (e.g. rent for a year, car, etc.)
Collaborate with the Next Steps team to execute elements such as outdoor experiences, congregation gifts, and SoPo beverage coordination
Review Espace requests
Procure and maintain necessary supplies, equipment, and staging needs, including upgrades, repairs, and renewals
Schedule routine maintenance such as piano tuning
Purchase items as need for production team/pastor
Plan, organize, and host green rooms for production staff collaborating with worship assistant special events and services (e.g., Christmas, Easter, concerts, worship nights)
Coordinate hospitality by ordering meals, snacks, and refreshments for rehearsals and event days
Schedule and book food trucks for Wednesday evening services
Coordinate meal purchases for worship and production volunteers
Conduct comprehensive budget reviews and develop proposals for multiple ministry areas
Review and approve production timecards
Process and approve time-off requests once approval has been given
Manage punch corrections to ensure payroll accuracy
Ability to maintain and respect strict Pastoral confidentiality
Maintain and develop tracking and filing systems as needed (both electronic and physical)
Create, update and/or maintain databases in Outlook, Excel, etc.