Administrative Assistant

FIRST PRESBYTERIAN CHURCH•Jackson, MS

17d•Onsite

About The Position

The Administrative Assistant to the Executive Minister provides administrative and organizational support to the Executive Minister, Minister of Discipleship, and related ministry areas. This position plays a vital role in supporting church operations, Session administration, discipleship ministries, and internal communications by coordinating schedules, managing records, assisting with meetings and events, and handling day-to-day administrative responsibilities with professionalism and discretion. The Administrative Assistant also serves as a collaborative support resource for various ministry departments and helps ensure the smooth and effective functioning of church leadership and ministry operations.

Requirements

A servant-hearted attitude and genuine desire to support the mission and ministry of the church
Ability to work both independently and collaboratively within a team environment
Flexibility and willingness to assist in a variety of administrative and ministry support functions
Friendly professionalism in interactions with staff, officers, members, and visitors
Ability to maintain confidentiality and exercise discretion with sensitive information
Strong attention to detail and accuracy in administrative tasks
Excellent organizational skills with the ability to manage multiple priorities and deadlines
Strong written and verbal communication skills
Basic understanding of web-based software and church database systems
Proficiency in Microsoft Word, Excel, and Adobe Acrobat

Responsibilities

Coordinate churchwide calendar scheduling, including the Executive Minister’s calendar and various Session committee meetings
Provide clerical and administrative support related to staff meetings, trainings, written communication, premarital counseling coordination, and travel arrangements
Assist the Executive Minister, Discipleship Department, and Communications Department with administrative needs as requested
Serve as backup support for the Senior Minister’s office staff when needed
Proofread church publications including the bulletin, First Word, First Epistle, and other communications as requested
Complete monthly credit card and expense reconciliations for the Executive Minister’s office
Relieve receptionist switchboard duties as scheduled or needed
Assists with additional tasks and projects as assigned by the Executive Minister
Assist in preparing Management Committee agendas and communicating materials to committee members in a timely manner
Compile and distribute Management Committee minutes following monthly meetings
Assist in preparing and distributing monthly Session packets
Send reminders and communications regarding Session meetings
Maintain organized files of Session minutes, including Presbytery submissions and archival filing
Track monthly church statistics including new members, baptisms, communicants, deaths, and dismissals for annual denominational reporting
Process membership dismissals as approved by Session
Maintain and update policy manuals, approved preacher lists, job descriptions, and officer records
Maintain elder attendance records and related officer spreadsheets
Provide administrative support to Session committees as requested
Coordinate communion notices for elders
Coordinate Joint Officer events twice annually
Distribute denominational and Presbytery materials to pastors, committee members, and officers as needed
Manage Planning Center entries for discipleship groups, committee meetings, Sunday School classes, events, and room setups
Ensure discipleship-related events are communicated appropriately through church publications by established deadlines
Maintain updated Discipleship Group and Sunday School records within Shelby or other church database systems
Communicate with members of the Discipleship Committee as needed
Participate in weekly Discipleship Team meetings
Assist with planning, registration, purchasing, and logistics for discipleship events including Midweek Kickoff, Stand, and other ministry events
Process check requests and payments for Midweek and Sunday School teachers, guest speakers, and related ministry expenses