Executive Assistant

Epicentre Church•Pasadena, CA

12d•Hybrid

About The Position

The Executive Assistant exists to release the Lead Pastor (and, as needed, the Executive Pastor) into the pastoral and strategic work the church needs from them. Through excellent administrative support (calendaring, communications, travel, logistics, project follow-through, and pastoral coordination), this role removes friction, protects margin, and helps Epicentre’s mission move forward with order and joy. Within 20 hours a week, and rooted in Epicentre Church’s Identity, Mission, and Vision and shaped by our Ministry Philosophy (Relational and Equipping Values), the Executive Assistant stewards time, communication, and details with excellence and discretion. Anchored in Epicentre’s Equipping Values (Compelling Clarity, Anointed Fit, Patient Apprenticing, Life-giving Coaching, and Honoring Transition), the Executive Assistant exists to multiply the Lead Pastor’s pastoral and strategic capacity by stewarding time, communication, and details with excellence and discretion. We are winning when the Lead Pastor consistently has the time, information, and margin to do the work only he can do; when his calendar reflects Epicentre’s priorities; and when staff and church members say, “Working with that office is a gift.”

Requirements

Completion of, or commitment to Epicentre/Antioch Discipleship School.
Minimum of 3 years of executive or administrative assistant experience (ministry or nonprofit setting a plus).
Strong written and verbal communication; capable of writing in a senior leader’s voice.
Excellent organization, time management, and project follow-through.
Proficient with Google Workspace, Slack, calendaring systems, and digital document workflows.
Comfortable with Planning Center; willingness to learn Push Pay and QuickBooks Online at a user level.
Discretion with sensitive pastoral, personnel, and financial information.
Actively participate in Epicentre Sunday services, Lifegroups, prayer gatherings, and staff meetings.
Model a posture of prayer, servant leadership, humility, hospitality, and teachability.
Alignment with Epicentre’s Relational and Equipping Values.
Live out and invite others to engage in the Five Circles of Church Life.
Pursue personal growth and health (spiritual, emotional, physical, relational).
Embrace alignment with the Antioch Movement, Word of the Lord, and Strategic Vision.
All staff must affirm and live in accordance with Epicentre’s Statement of Faith: http://epicentre.org/statementoffaith
Staff must adhere to Epicentre’s Employee Handbook, which outlines employment classification, benefits, conduct, and organizational expectations.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Own the Lead Pastor’s calendar in Google Calendar: schedule, reschedule, and protect blocks for sermon prep, prayer, family, and rest.
Receive, screen, and prioritize all internal and external meeting requests; route or decline as appropriate.
Coordinate recurring meetings (1:1s, SET, all-staff, board, lifegroup, mentoring) and prepare agendas.
Coordinate speaking engagements, board meetings, and outside ministry appointments end-to-end.
Serve as a primary point of contact for the Lead Pastor: email, phone, and visitor screening.
Draft, review, and send correspondence on behalf of the Lead Pastor in his voice, with discretion and accuracy.
Track outstanding asks; close loops; flag time-sensitive and priority matters.
Maintain confidentiality on pastoral, personnel, financial, and family matters at all times.
Arrange domestic and international travel, including housing, transportation, registrations, and itineraries.
Provide logistical support for retreats, conferences, board meetings, and outside speaking engagements.
Attend and support key Epicentre events as needed (Annual Membership Meeting, Easter, Advent, fundraisers).
Handle administrative paperwork for the Lead Pastor: expense reports, reimbursements, time-off requests, mileage.
Submit and reconcile monthly expense reports; partner with Finance / General Administrator on coding.
Maintain orderly digital files in Google Drive (sermon archives, board materials, pastoral correspondence).
Support light QuickBooks Online tasks where applicable (e.g., submitting receipts, vendor coordination); financial decisions remain with Finance leadership.
Provide research assistance for sermon preparation, teaching series, and outside speaking engagements.
Prepare documents, handouts, and slide drafts for training events and presentations.
Support the Lead Pastor and Executive Pastor in tracking strategic initiatives, big-rock projects, and follow-ups across the staff team.
Engage as a member of Epicentre: lifegroup participation, Sunday serving, prayer gatherings, and staff meetings.
Provide light Sunday logistical support to the pastoral team as needed.
Help carry and champion Epicentre’s vision.
Perform any other task necessary to support the mission of Epicentre Church.