Executive Admin Team Lead

Job description

Position Summary The Administrative Team Lead is a key strategic role as this position serves as the primary Executive Assistant to the Lead Pastor while leading a centralized administrative support team that provides high-level, strategic administrative support across multiple pastors and ministries. The Administrative Team Lead will develop and oversee the admin team, coordinate and delegate tasks, and act as the request manager for administrative resources to ensure support is prioritized, efficient, and aligned with the overall needs of the church. This role plays a critical part in strengthening the church’s operational capacity by transitioning from individual pastor-focused support to a sustainable, team-based model. The Administrative Team Lead will work closely with the current Office Manager to ensure a smooth transition and will eventually assume full Office Manager responsibilities, including front-desk coverage during office hours. The ideal candidate is highly organized, detail-oriented, spiritually mature, and deeply committed to serving others. They find joy in bringing order to complexity, anticipate needs before they arise, thrive in a collaborative environment, and understand that administration is not simply a profession—it is a ministry. They value excellence, hospitality, humility, and teamwork, recognizing that every act of service, seen or unseen, contributes to advancing the mission of Heights Church. Key Responsibilities Lead Pastor Support Provide high-level administrative, organizational, and relational support to the Lead Pastor to maximize ministry impact and effectiveness. Strategically manage the Lead Pastor's complex calendar and email, ensuring priorities, productivity, and balance between ministry and personal life. Serve as the primary administrative point of contact for the Lead Pastor, drafting and reviewing documents, preparing meeting agendas, taking minutes, and maintaining confidentiality with the highest discretion. Coordinate travel arrangements, process invoices, reimbursements, expense reports, and financial documentation. Assist with special projects including sermon prep materials, research, event planning, and other needs as required. Administrative Team Leadership Build, develop, and lead a team of administrators who provide support across multiple pastors and ministries. Coordinate and delegate administrative tasks to team members, ensuring efficient distribution of workload and high-quality support. Act as the ‘request manager’ for administrative support - evaluate requests, prioritize needs, and determine appropriate levels of assistance based on capacity and church priorities. Foster a collaborative, service-oriented team culture rooted in spiritual maturity and excellence. Senior Leadership & Church-Wide Support Support the Senior Leadership Team and Elders with key initiatives, including planning and administering Growth Track classes, managing sign-ups and logistics, room rentals and other strategic projects. Manage communication and administrative tasks related to the Elders and Senior Leadership Team. Serve as a communication liaison between senior leadership, staff, and the church family when appropriate. Office Management Transition Partner with the current Office Manager to ensure a smooth knowledge transfer and successful transition, when appropriate. Gradually assume Office Manager responsibilities, including overseeing front-desk operations and coverage during regular office hours. Help maintain an organized, professional, and welcoming church office environment. Qualifications and Skills Experience Minimum 5+ years of progressive administrative experience, preferably supporting senior/executive leadership in a church or fast-paced ministry/non-profit environment. Demonstrated experience leading or coordinating the work of others (formal team leadership experience preferred). Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Planning Center (PCO), and other church management software. Exceptional organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously. Strong project management and process-improvement abilities. Character & Spiritual Maturity Mature Christian with a clear testimony and alignment with the church's beliefs and values. High level of integrity, confidentiality, discretion, and professional judgment. Humble, teachable, and service-hearted with a passion for supporting the church's mission through excellent administration. Strong relational skills and emotional intelligence. Additional Requirements Availability to work our office schedule (Mon-Thur) with occasional at-home schedule managed through direct report, including coverage of front-desk responsibilities (in cooperation with the admin team). Ability to handle sensitive and confidential information with the utmost care. Flexibility to support occasional evening or weekend ministry events as needed. This role is ideal for a highly capable, spiritually grounded administrator who is ready to offer administrative support that serves the entire church. 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; use hands; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 40 pounds. 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 in the work environment is usually low to moderate. May be required to occasionally work holidays, irregular and long hours.