Administrative Assistant - Recruiting (One Church Team)

Job description

SUMMARY The primary responsibility of the Administrative Assistant is to support the One Church Recruiting team by coordinating, organizing, and directing all administrative functions of the team. This position also facilitates collaboration across Pinelake’s campuses and ministry areas. GENERAL RESPONSIBILITIES Learn Pursue a growing relationship with Jesus through consistent time in God’s Word and prayer Continually grow in your understanding of the Jesus-Centered Life (salvation, identity, life, and authority in Christ). Remain teachable and hungry, seeking feedback, learning from others, and developing both spiritually and professionally. Cultivate awareness of God’s presence in everyday life, listening to the Holy Spirit and responding in obedience. Live Practice and model the rhythms of Be the Church (Grow, Pray, Connect, and Share). Pursue emotional health by engaging in self-awareness, addressing past wounds, and cultivating honest, healthy relationships. Practice healthy rhythms, prioritizing your relationship with Jesus and your family Embody a life of integrity and surrender, allowing your private life with God to shape your work. Lead Take ownership of disciple-making by supporting and strengthening environments where people can take their next step toward a Jesus-Centered Life. Leverage your role, systems, and responsibilities to remove barriers and create clarity, helping both staff and the church move forward in the Discipleship Pathway (Essentials → JCL → Be the Church). Contribute to life-change by bringing your skills, organization, and follow-through to your work, knowing that what you build and manage helps others lead and shepherd more effectively. Build people through your influence—encouraging, supporting, and serving teammates and Servant Leaders in ways that help them grow and thrive. Measure success not only by task completion, but by how your work contributes to disciples being formed and multiplied across the church. Embrace the Culture Value and embody the staff values, which we call the 7 H’s: Humility, Honor, Honesty, Hunger, Holy Spirit, Health, and Harmony Communicate clearly, honestly, and proactively in a way that builds trust, unity, and momentum. Work in alignment with the church vision and leadership Participate fully in the life of your campus or team, contributing to the unity, health, and shepherding of the faith family. SPECIFIC LIST OF DUTIES AND RESPONSIBILITIES Help the team with efficiency, productivity, and communication by planning, establishing, and overseeing the implementation of all administrative functions for the One Church Recruiting team. Develop and distribute tools and resources that will assist the Recruiting team to provide better support to all prescribed areas of Pinelake Church. Facilitate clear communication and collaboration across the Recruiting team through reporting, data assimilation, project management, and consistent updates. Provide support by scheduling and preparing for events, meetings, interviews and gatherings. Coordinate interview schedules for candidates on-site and off-site interviews ensuring all details are covered such as room reservation, meals, transportation, and gift baskets. This includes booking travel and creating itineraries. Oversee administrative functions for the Recruiting team associated with the One Church calendar, administrative purchases, expense reimbursements, distribution of resources. Responsible for assigning timelines for administrative functions and providing deliverables based on departmental deadlines. In collaboration with the Creative team, within Pinelake’s branding guidelines, update electronic materials, as needed for use by the Recruiting team, such as job postings, graphics for social media, candidate travel itineraries, and meeting agendas. Proficiency with Pages (iWork productivity suite), MS PowerPoint, Canva, and other desktop publishing tools is a strong plus. Prepare purchase orders and submits check requests. Track and balance monthly expenses and reports activity to the Associate Director of Operations. Work in tandem with Operations, Recruiting, and Human Resource teams to launch new positions including facilitating the creation/approval of job descriptions, posting/updating open roles, and coordinating the creation of assets to promote new positions. Assist Recruiting team to maintain, train, and provide ongoing support to ensure the efficiency and optimization of the online recruiting platform. Manage time efficiently while meeting deadlines. Perform other duties as assigned. SUPERVISORY RESPONSIBILITIES There are no supervisory responsibilities for this role. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. EDUCATION AND EXPERIENCE REQUIRED Bachelor’s degree preferred. Two to four years of administrative experience minimum for competitive candidates. Applicable experience may substitute for portions of the educational framework. LANGUAGE SKILLS The individual must be able to understand written or oral instructions; read, analyze and interpret documents, instructions manuals, and policies and procedures. Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, email and in person, demonstrating tact and diplomacy. COMPUTER AND MATHEMATICAL SKILLS The individual must have demonstrated skill in the use of Windows/MacOS to complete tasks (including word processing and spreadsheets) and the ability to use the internet for information retrieval. The individual must be able to apply basic mathematical concepts and operations to such tasks as accounting, budget management, and financial expense monitoring. The individual must have the ability to read financial information and spreadsheets. REASONING ABILITY The ability to simultaneously conceptualize and plan multiple tasks; project outcomes using different implementation strategies; and apply creative and innovative thinking to problem situations is required. The ability to work effectively and efficiently under stressful conditions to ensure deadlines are met is essential. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk and reach with hands and arms. Must be able to lift up to 25 lbs. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level of the work environment is usually moderate.