Executive Assistant

HOPE FELLOWSHIP MINISTRIES•Frisco, TX

7d•Onsite

About The Position

The Executive Assistant provides high-level administrative and strategic support to leadership while helping guide internal organizational projects. This role acts as a bridge between visionary leadership and operational execution, focusing on the development and implementation of standardized policies, procedures, and systems. The ideal candidate balances meticulous attention to detail with the ability to manage complex, multi-departmental initiatives. The candidate should possess a unique blend of spiritual maturity, administrative excellence, and the ability to navigate the distinct needs of both visionary leadership and operational leadership. Because this position serves as a trusted partner to executive leadership, it requires exceptional judgment, discretion, and the ability to maintain strict confidentiality while navigating highly sensitive organizational matters.

Requirements

1–3 years of experience in an executive administrative role, preferably within a church or non-profit environment, preferred
Proven track record of supporting multiple executives simultaneously preferred
Proficiency in data visualization and reporting
Previous project management experience and understanding of project lifecycle (planning, execution, tracking, and closing)
Exceptional written and verbal communication skills
A committed and growing relationship with Jesus Christ
Alignment with the mission, vision, and theological values of the church
Demonstrates unquestioned integrity, discretion, and sound judgment in handling confidential information.
Consistently exercises wisdom when managing sensitive personnel, financial, legal, Board, and congregational matters, recognizing that trust is foundational to this role.
High emotional intelligence and the ability to remain calm under pressure
Ability to learn and excel in the use of our ChMS (Church Management System), our task management tool, and our productivity suite
Strong organizational skills with meticulous attention to detail
Proactive rather than reactive: You see what needs to be done before you are asked to do it
Process-minded yet flexible: You love building systems but can pivot when the needs of the ministry shift
A systems thinker: You enjoy organizing data and people to help the entire organization flourish
An efficiency expert: You find fulfillment in the meticulous "behind-the-scenes" work that empowers others to lead with excellence

Responsibilities

Serve as a trusted administrative partner, proactively anticipating needs and tracking high-priority deadlines and action items
Manage complex calendars for the Lead and Executive Pastors, ensuring priority alignment and resolving scheduling conflicts proactively
Serve as the primary point of contact for internal and external communications for the team, filtering requests and responding on behalf of the pastors when appropriate
Prepare and organize materials for meetings, including room bookings, agendas, briefings, necessary presentation items, catering, etc
Coordinate communication between the pastors and the Board of Directors, staff, and ministry leaders
Exercise exceptional discretion and sound judgment by maintaining strict confidentiality regarding executive discussions, personnel matters, Board communications, legal matters, financial information, and other sensitive organizational information.
Manage travel arrangements and detailed itineraries for both the Lead and Executive Pastors
Reconcile expense reports and assist in departmental budget tracking
Manage logistics for leadership retreats, special guest speakers, Board, and Elder meetings
Maintain organized digital and physical filing systems for pastoral records and legal documents
Provide Notary Public services for staff and congregational needs as required
Ability to work independently on tasks and projects, from conception to completion, and thrive in a multi-faceted and fast-paced role
Support the standardization and administration of organizational tools
Research, draft, and present internal policies and operational documentation to ensure consistency across the organization
Oversee major systems audits and projects that span multiple ministries, such as yearly Calendar approval process, current adherence, and viability of operational practices
Analyze data to produce objective, succinct, visual reporting tools to assist leadership in strategic planning
Ability to work on several projects simultaneously and meet project deadlines while adapting to immediate demands