Church Ministry Executive Assistant

Indian Rocks Church•Largo, FL

About The Position

The Church Ministry Executive Assistant is a high-level administrative position designed to support the Church Administrator and Assistant Church Administrator. This role goes beyond traditional administrative duties to ensure the office environment functions with excellence and efficiency. You will act as a strategic partner to the Administration team, facilitating seamless communication between ministry departments, managing complex logistics, and representing the office with professionalism, discretion, and grace. Executive Support & Strategy Calendar & Schedule Management: Proactively manage complex calendars for the Church Administrator and Assistant Church Administrator, prioritizing inquiries and requests while troubleshooting conflicts. Communication Liaison: serve as the primary gatekeeper and point of contact for the Church Administrator; draft, edit, and proofread correspondence, memos, and reports on behalf of leadership. Meeting Coordination: Organize and coordinate high-level meetings (including Deacon or Committee meetings), preparing agendas, taking minutes, and ensuring follow-up on action items. Confidentiality: Handle highly sensitive information regarding personnel, finances, and church business with the utmost discretion and integrity. Office Management & Operations Central Office Oversight: Serve as the office coordinator for the church administrative suite, ensuring the physical environment is professional, welcoming, and organized. Workflow Optimization: Develop and maintain administrative systems, filing structures (digital and physical), and standard operating procedures to ensure office efficiency. Resource Management: Oversee the ordering of office supplies, and ensure the administrative team has the tools needed to function. Financial Administration: Assist with credit card reconciliation, invoice coding, and budget tracking for the Administration department. Ministry Liaison & Project Support Inter-Departmental Collaboration: Act as a bridge between the Administration office and other Ministry departments, ensuring alignment on church-wide policies and procedures. Special Projects: Lead or assist in special projects, events, and initiatives as directed by the Church Administrator. Staff Support: Assist with reception coverage as needed.

Requirements

Must give testimony and evidence of a personal relationship with Jesus Christ and sense the call of God to a serving ministry.
Have the ability to work in cooperation with all levels of management, support staff, personnel, church leaders, volunteers, members, and guests to fulfil the mission of Indian Rocks. Perform other responsibilities as directed by the Church Administrator as needed.
Bachelor’s degree in business administration, management, or a related field is preferred; equivalent high-level professional experience will be considered.
Minimum of 5 years of administrative experience, with a preference for executive-level support or office management experience in a church or non-profit setting.
Strong expertise in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace. Ability to learn and navigate Church Management Software (CMS).
Exceptional verbal and written communication skills with the ability to speak and write with a professional, ministry-minded tone.
Proven ability to manage multiple projects, timelines, and details simultaneously without requiring micromanagement.
High level of self-awareness and social awareness; able to navigate interpersonal dynamics with grace and resolve conflict biblically.
A team player who takes initiative to solve problems before they escalate.
Demonstrate a consistent Christian lifestyle as referenced by; the Mission, Statement of Faith, and Leadership Guidelines of Indian Rocks
Must be an active member of Indian Rocks as defined by; regular attendance in worship services, regular attendance/involvement in an Indian Rocks Connection Group or Small Group, commitment to systematic stewardship and faithful in tithing.

Responsibilities

Proactively manage complex calendars for the Church Administrator and Assistant Church Administrator, prioritizing inquiries and requests while troubleshooting conflicts.
Serve as the primary gatekeeper and point of contact for the Church Administrator; draft, edit, and proofread correspondence, memos, and reports on behalf of leadership.
Organize and coordinate high-level meetings (including Deacon or Committee meetings), preparing agendas, taking minutes, and ensuring follow-up on action items.
Handle highly sensitive information regarding personnel, finances, and church business with the utmost discretion and integrity.
Serve as the office coordinator for the church administrative suite, ensuring the physical environment is professional, welcoming, and organized.
Develop and maintain administrative systems, filing structures (digital and physical), and standard operating procedures to ensure office efficiency.
Oversee the ordering of office supplies, and ensure the administrative team has the tools needed to function.
Assist with credit card reconciliation, invoice coding, and budget tracking for the Administration department.
Act as a bridge between the Administration office and other Ministry departments, ensuring alignment on church-wide policies and procedures.
Lead or assist in special projects, events, and initiatives as directed by the Church Administrator.
Assist with reception coverage as needed.