Administrative Lead

Missionwell•Pasadena, TX

22h•Hybrid

About The Position

This position serves as a central coordination and operations hub for the Clergy Community Coalition, strengthening internal systems, supporting leadership execution and communications, ensuring operational excellence and external engagement. This role provides high-level administrative support while also developing and maintaining workflows, systems, and coordination structures that enable CCC to function effectively in a season of growth. The ideal candidate is a highly organized, proactive, and relationally & culturally intelligent professional who thrives in a fast-paced, mission-driven environment and brings both attention to detail and a systems-oriented mindset. Preference will be given to candidates from the communities of Altadena, Pasadena or Sierra Madre. Clergy Community Coalition (CCC) is a faith-based nonprofit organization creating a flourishing community where the Church is mobilized to seek the well being of the City through interfaith collaborative partnership, social action, and advocacy. Based in Pasadena, CCC works alongside local partners, civic leaders, and underserved communities to advance systemic change and holistic community well-being.

Requirements

3+ years in administrative, executive support, or office management, or operations coordination roles.
Proficiency with Google Workspace, Microsoft Office Suite, and Zoom.
Professional presence, high level of discretion, professionalism, and relational and cultural intelligence.
Savviness to interact with senior leaders, board members, major donors, and other key stakeholders to represent the organization well.
Ability to manage stress and shifting priorities in an effective and productive way within a high-paced environment.
Self-directed, proactive, and solutions oriented.
Strong sense of ownership and follow-through.
Able to work independently and collaboratively.
A heart for faith-rooted community work, justice, and collective impact.
Alignment with team core values of community, wisdom, peace, love and integrity.

Nice To Haves

Experience working with non-profit, faith-based organizations, or community-centered organizations preferred.
Familiarity with coalition-building efforts preferred.
Experience planning and coordinating events, convenings, or multi-stakeholder initiatives.
Familiarity with CRM systems and project management tools (e.g., Asana) preferred.
Ability to learn data entry and data management for various software packages.

Responsibilities

Provide general administrative support to Operations and Program Directors and their respective departments.
Manage and maintain calendars, scheduling meetings and coordinating priorities.
Draft agendas in collaboration with leadership to ensure clarity of purpose, outcomes, and flow.
Capture notes and key organizational decisions, action items, and themes from meetings, and track follow-through to ensure accountability.
Prepare meeting materials, briefing documents, and supporting resources for leadership.
Handle correspondence, emails, and phone calls with professionalism and timeliness.
Serve as a liaison between the CCC leadership and key stakeholders, ensuring clear communication.
Maintain confidentiality and sound judgment when handling sensitive information.
Maintain internal systems for scheduling, communications, document management, and workflow tracking (e.g., Google Workspace, Asana, CRM tools).
Support cross-team coordination by tracking priorities, timelines, and deliverables across CCC initiatives.
Identify operational inefficiencies and recommend improvements to strengthen workflows and team effectiveness.
Assist in developing and maintaining simple, scalable standard operating procedures (SOPs) for recurring activities.
Support internal alignment by ensuring teams have the tools, information, and coordination needed to execute effectively.
Coordinate logistics for meetings, events, and engagements.
Manage vendor coordination, materials preparation, and on-site logistics as needed.
Assist in maintaining a centralized calendar of CCC and partner events.
Track attendance, feedback, and key takeaways from events to support evaluation and future planning.
Maintain office organization, tidiness, supply inventory, and general administrative needs.
Manage incoming and outgoing mail and deliveries.
Maintain and organize files, documents, and records.
Manage check requests and check deposits for accounts payable/accounts receivable.
Interact with colleagues, leadership, partners, and the public in a manner consistent with CCC’s mission and values.
Communicate in a manner that is clear, respectful, and tactful across all contexts.
Collaborate effectively while taking initiative and ownership of responsibilities.
Apply strong problem-solving skills to anticipate needs and resolve issues proactively.
Maintain familiarity with organizational policies, procedures, and practices.
Complete all required training satisfactorily and on time.