We are hiring a full-time Executive Assistant! Check out the job description below. If you or someone you know is interested after reading it, please email a resume to office@publicchurch.com. The deadline for submitting a resume is February 16. If you have any questions, feel free to email us as well. We are excited to see how Jesus moves through this hiring process!
Role Description
Executive Assistant
Role Summary:
The Executive Assistant implements Public Church’s vision by filling gaps, removing obstacles, and streamlining systems (creating and refining) that keep the Lead Pastor (first), and the rest of the staff (second), focused on their great works. Her / his great work is helping everyone else stay locked in on their *great works.
*Great Works = Inspired by Nehemiah 6:3 and how we achieve the Directional Vision, which is how we are living out the overall vision during the current year.
Areas of Responsibility*:
Executive Assistant – 55%
Office Management – 30%
Stewardship Assistance – 15%
*These percentages will fluctuate week to week and need to be evaluated quarterly per the initiative of the Executive Assistant.
Responsibility Details:
Executive Assistant – comes alongside the Lead Pastor to take work and weight off of him so that he can better pursue his great works. This includes but is not limited to:
Anticipate his needs and meet them proactively.
Give and forget: when he gives it to the Executive Assistant, he never has to think about it again.
Create and refine systems to maximize his functionality and efficiency.
Manages his schedule in alignment with his great works.
Researches potential ideas from the Lead Pastor and reports back to him.
Implements ideas at a very detailed level for the benefit of the entire staff.
Reviews processes to clarify what is up to date and what is no longer applicable.
Refining, creating, and implementing systems to care for the staff, including rhythms of development and connection.
Writes agenda and takes notes for most group meetings involving the Lead Pastor.
Pivots and problem-solves when needs arrive.
Managing all expense forms/mileage.
Communicates for the Lead Pastor, including but not limited to patterning his demeanor and verbiage, correct grammar and spelling, superb formatting, joyful spirit, stating the why, and thorough details.
Prepares him for meetings by providing a “run-down” of pertinent information related to the participants in and purpose of the meeting.
Freeing the Lead Pastor from as much administrative, detailed work as possible.
Eliminate obstacles for the Lead Pastor to focus on his great works.
Office Administrator – Creating and implementing office and administrative systems that maximize functionality. This includes but is not limited to:
Creating and implementing office and administrative systems that maximize functionality for these responsibilities:
Emails, Phone Calls, Church Records, Yearly ACP, Office Calendar, Copies, Scans, Membership Database.
Recruiting and mobilizing volunteers to complete repeatable, office tasks. This includes but is not limited to the following:
Check supplies and stock the break room, work area, snack, and janitorial supplies; check voicemail; check mail and deliver to offices; mail checks; make copies for various staff.
Creating a hospitable environment for both guests and staff members.
Managing the workroom environment and supplies.
Be the starting point for people to ask questions and give them permissions/accurate assistance and information.
Meeting preparations – create environments that people love to be in following the vision of the Environments Director.
Managing church accounts such as Amazon, Cleveland Utilities, Planning Center, Google, etc. Managing church passwords, logins, codes, etc.
Gap-filler: handle anything that does not fall into a specific role and even take the load off of staff who are in a heavy season.
Handle means solve the problem, create a process or system, and work the process or system.
Leading the way in starting preparation for annual events / practices.
Recruiting and mobilizing volunteers to handle other aspects of the role to allow the Executive Assistant to focus on what only she or he can do.
Stewardship Assistant – Comes alongside the Lead Pastor, Stewardship Team Leader, and Bookkeepers implement systems that promote good stewardship. This includes but is not limited to:
Implementing and refining systems related to Quickbooks and Pushpay, as well as fielding questions from the staff.
Implementing, refining, and sometimes creating systems related to the following: bank deposits, expense forms, uncategorized expenses, church invoices, etc.
Implementing, refining, and sometimes creating systems for Beyond Project Tracking.
Serves as the primary conduit of communication and action between the Bookkeeper and Lead Pastor.
Communicates and sometimes meets with the Stewardship Team Leader and Lead Pastor and takes the lead on actions to free them up from as much administrative, detailed work as possible.
Writes agenda and takes notes for Stewardship Team Meetings.
Budget season – starts the budget process, refines the budget calendar, manages the Master Document (means attending most budget-related meetings), schedules budget meetings, and implements other budget systems.
Role Details:
Hours: 36-40
Required Office Hours: Tuesday – Thursday from 11:00am – 2:00pm. Other hours are flexible and will include some evenings and Sunday mornings.
Preferred Qualifications:
Bachelor’s Degree or Higher.
Expectations of All Staff Roles:
Buy-in to and live out the Vision Frame, which includes Our Vision, What We Believe, Our Culture, Our Strategy, and How to Embrace the Journey.
Anchored in the Word of God and Committed to a Community Group.
Support existing marriages through words and actions while also working to value single people.
High Standard of Excellence in all areas of your life (Titus 2:7-8).
Other:
Must be authorized to work in the United States.
Background check required.
Candidate must be capable of utilizing stairs to access office in 2nd story of building.