Infrastructure Assistant

River Valley Church•Burnsville, MN

18h•Onsite

About The Position

The Infrastructure Assistant serves as the operational engine of the Infrastructure team, providing comprehensive administrative support to the Infrastructure Director and the broader infrastructure function. This position is primarily an in-office role focused on keeping the team organized, well-resourced, and moving forward. The Infrastructure Assistant is responsible for calendar management, data tracking, invoice processing, project documentation, and administrative coordination across all areas of infrastructure.

Requirements

Highly organized with strong attention to detail
Demonstrated ability to manage multiple priorities simultaneously in a fast-paced environment
Strong written and verbal communication skills
Proficient in G-Suite (Google Calendar, Docs, Sheets, Drive) and/or Microsoft Office
Ability to maintain strict confidentiality at all times
Proactive self-starter who takes initiative and anticipates needs
Comfortable working with data entry and tracking systems
Team-oriented with a collaborative spirit and a service mindset
Ability to relate to and communicate with individuals at all levels of the organization
2–4 years of related administrative or operations support experience

Nice To Haves

A degree or certification in Business Administration, Operations, or a related field is preferred but not required.
Preference given to individuals with experience in facilities, construction, real estate, or operations environments.

Responsibilities

Send team correspondence and communications on behalf of the Infrastructure Director, as requested
Coordinate team meetings, retreats, and events as needed, including logistics, catering, and follow-up
Manage general filing, document organization, and archiving for the infrastructure department
Maintain strict confidentiality at all times regarding organizational, financial, and personnel matters
Perform other administrative tasks as assigned to support team effectiveness
Manage the Infrastructure Director’s work calendar, including scheduling meetings, appointments, and blocking time for strategic priorities
Monitor and manage incoming scheduling requests on behalf of the Infrastructure Director
Coordinate and maintain the broader Infrastructure calendar, working alongside the Infrastructure Director to ensure visibility across all projects and commitments.
Create meeting agendas and pre-meeting briefs as requested
Anticipate and prepare for meeting needs: room set-up, materials, A/V, catering, etc.
Support the team regarding all infrastructure-related data tracking systems, including but not limited to: Vendor contract and account records, including tracking expiration and renewal dates to ensure nothing lapses; Building permit status tracking — monitoring progress and deadlines across active permits, working alongside the team members responsible for retrieval and submission; Building compliance and inspection documentation tracking (certificates of occupancy, fire safety, HVAC maintenance logs, etc.) — maintaining the tracking system and surfacing upcoming due dates, not owning the retrieval of underlying documentation; Certificate of Insurance (COI) tracking for all vendors and contractors; Vehicle fleet records, including registration and insurance documentation.
As directed by the Infrastructure Director, compile project status updates, tracking progress against timelines and budgets
Maintain organized records of all expansion project documentation, research, and communications
Process and input all facility and infrastructure-related invoices in a timely and accurate manner
Track submitted invoices against approved budgets and flag any variances to the Infrastructure Director
Submit check requests on behalf of the Infrastructure Director as needed
Assist in preparing budget reports and expenditure summaries for leadership review
Support the annual budget process by organizing historical spend data and tracking forecasted expenses
Coordinating logistics for new building acquisition activities: scheduling tours, compiling research packets on potential locations, and organizing relevant documentation
Tracking timelines, open items, and next steps across multiple active expansion projects
Maintaining a running record of vendor quotes and bids for proposed projects
Taking and distributing meeting minutes for all expansion project meetings
Serving as the communication hub between the Infrastructure Director and external parties (realtors, attorneys, contractors) during active projects, as directed
Assisting with the coordination of large remodel or new build initiatives by managing the administrative workflow behind the project
Provide administrative support to the Safety and Security Specialist and Facilities Manager, as capacity allows and approved by Infrastructure Director.
Assist with communication, policy documentation, distribution, and compliance tracking as assigned
Maintain accurate records related to incident reporting, insurance claims, and compliance measures