Executive Administrator

Job description

Summary: The Executive Administrator provides centralized administrative, organizational, and logistical support for the day-to-day operations of COTC Downtown. Serving as a key partner to the Lead Pastor and Downtown staff, this role oversees campus scheduling, executive support, facility coordination, administrative processes, and key events and initiatives across The 525 and Rocketown. This position helps create an organized, welcoming, and well-prepared environment by anticipating needs, coordinating people and resources, and following through on details. Essential Duties and Responsibilities (other duties may be assigned): Administration & Coordination Manage the Downtown campus calendar, coordinating ministry activities, room usage, facility scheduling, outside events, staff gatherings, and other campus needs across The 525 and Rocketown. Coordinate the planning and logistics of Downtown events, seasonal initiatives, staff gatherings, and special projects, including environments, décor, merchandise, supplies, purchasing, and facility needs. Serve as a central point of coordination among Downtown leadership, ministry teams, Central Support, facilities, external partners, and vendors. Oversee Downtown administrative processes, including invoices, purchasing, expenses, correspondence, supplies, and other operational needs. Maintain organized storage areas at Rocketown, The 525, and offsite locations. Oversee the Downtown email inbox, ensuring timely and appropriate responses that reflect the voice and culture of Church of the City. Maintain systems for tracking projects, deadlines, requests, and follow-up. Executive & Team Support Provide administrative and executive support to the Downtown Lead Pastor, including calendar management, scheduling, email correspondence, meeting preparation and follow-up, and special projects. Prepare agendas and supporting materials for Downtown Leadership Team and All Team meetings and document key action items and follow-up. Coordinate staff celebrations, including birthdays, work anniversaries, and other team celebrations. Prepare the monthly Stakeholders “Big 3” communication and maintain the appropriate distribution list. Coordinate Downtown contributions to the Elder Board, including collecting and preparing stories and completing required COTC scorecard metrics. Coordinate new staff onboarding and departing staff offboarding in partnership with Central Support and Downtown leadership. Serve as a primary Downtown point of contact for Central Support staff, coordinating communication and administrative needs. Facilities & Campus Operations Coordinate and manage day-to-day facility needs for The 525 and Rocketown, working with vendors, contractors, and internal teams to ensure cleaning, utilities, supplies, maintenance, repairs, and other facility needs are addressed. Serve as the primary point of contact for external organizations, vendors, contractors, and facility partners, coordinating schedules, event needs, questions, and follow-up. Maintain the working relationship with Rocketown related to COTC’s ongoing rental and use of the facility, including schedules, parking and facility needs, and changes related to COTC’s use of the space. Ensure The 525 and Rocketown are clean, organized, well maintained, and ready for staff, services, meetings, events, and other gatherings. Coordinate facility logistics for meetings, gatherings, and events, including room setup, refreshments, equipment, supplies, technology, signage, and other needs. Help create a welcoming and organized experience for staff, guests, ministry partners, congregants, and external organizations engaging with Downtown facilities. Regularly check and distribute mail and packages received at Rocketown. Required Competencies and General Skills: A successful candidate possesses competency and demonstrated experience in effective communication, emotional intelligence and conflict resolution. Must possess general computer skills, including proficiency with Google Suite. Maintains confidentiality and demonstrates strong organizational skills with exceptional attention to detail. Capable of adhering to deadlines, managing multiple diverse assignments, and executing tasks effectively. Exhibits practical time management skills and works well in team settings. Demonstrates innovation by suggesting improvements within the scope of work, anticipating needs, and creating efficient, effective processes. Self-motivated, takes ownership of tasks, and shows flexibility and adaptability in dynamic situations. Strong interpersonal skills with the ability to build trust and connection. Flexible, collaborative, and comfortable working in a fast-paced environment. Membership Requirement: Church of the City employees are required to become a Stakeholder of the church within the first 6 months of employment and agree to the beliefs, standards and responsibilities outlined in the Stakeholder Agreement . Qualifications: A Christian in submission to the authority of the Scriptures and the Holy Spirit, as evident in lifestyle. Subscribes to and is in complete agreement with the Church of the City’s Statement of Faith. Represents and upholds Church of the City’s mission, vision, and culture by demonstrating a strong work ethic, positive attitude, and learning posture. The incumbent is willing to become a stakeholder of COTC within six months of hire. The criteria listed below represent the knowledge, skill, experience, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Qualifications include but are not limited to: Education : A High School Level education, or its equivalent required; baccalaureate degree is preferred. Experience : A satisfactory equivalent of education, training, and experience in related fields and/or educational disciplines, sufficient to qualify for the position’s requirements. Physical Requirements: Ability to lift or carry up to 20lbs Ability to sit for extended periods Ability to work at a keyboard and other related equipment Ability to move about to accomplish tasks related to role