Ministry Team Administrative Assistant

Job description

Position Summary: Ministry Team Administrative Assistant The Ministry Team Administrative Assistant provides high-level administrative, organizational, and relational support to pastors, ministry leaders, and church staff. More than simply managing tasks and calendars, this role helps create the environment where ministry can flourish. Through thoughtful organization, excellent communication, and genuine care for people, this position removes obstacles so pastors and ministry leaders can focus on shepherding, discipling, and serving our church family. Working as part of a collaborative administrative team, this position shares responsibility for supporting every ministry of the church. Whether welcoming a guest, preparing for a funeral, coordinating a baptism, organizing a weekend event, or ensuring the smallest administrative details are handled with excellence, this role reflects the heart of Christ through faithful, behind-the-scenes service. Every phone call answered, every calendar coordinated, every email sent, and every event prepared becomes an opportunity to help people encounter Jesus and experience the love of His Church. 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 Ministry Administration & Organizational Support Provide administrative support to assigned pastors, directors, ministry leaders, and church leadership. Coordinate meetings, ministry activities, weddings, memorials, baptisms, and other church functions with excellence, compassion, and attention to detail. Manage calendars, appointments, and scheduling to maximize ministry effectiveness and steward leaders' time wisely. Prepare agendas, meeting materials, research, notes, and follow-up documents. Track assignments, action items, ministry conversations, and follow-up needs to help ministries move forward effectively. Assist with special projects, ministry initiatives, sermon preparation support, and church-wide events including Christmas, Easter, and other key ministry opportunities. Anticipate ministry and administrative needs by exercising sound judgment, initiative, and a servant's heart. Support pastors and ministry leaders in ways that allow them to invest more deeply in people and the mission of the church. Communication & Guest Relations Serve as a trusted and welcoming point of contact for assigned ministries, pastors, and directors. Respond to ministry-related phone calls, emails, and in-person inquiries with warmth, professionalism, and hospitality. Draft, edit, proofread, and distribute ministry communications, reports, letters, cards, and emails. Act as a communication bridge between church leadership, staff, serve team members, church partners, and guests. Help create an atmosphere where every person who contacts or visits Heights Church feels seen, welcomed, cared for and valued. Church Operations & Event Coordination Assist in planning, organizing, and executing church-wide events, ministry programs, and special gatherings. Manage room reservations and ministry scheduling through church management systems. Coordinate facility usage, including communication with ministries and outside groups using church facilities. Maintain accurate event calendars and support seamless coordination across multiple ministries. Collaborate with ministry leaders to proactively address logistical and operational needs while maintaining flexibility when priorities shift. Database, Records & Financial Administration Maintain accurate ministry records, contact information, and church data within Planning Center and other church management systems. Manage registrations, ministry databases, and administrative records with accuracy and consistency. Coordinate travel arrangements, lodging, and itineraries as needed. Process receipts, invoices, and expense reimbursements for submission to the accounting office. Handle confidential information, personnel matters, and ministry records with the highest level of integrity, discretion, and professionalism. Office Administration Support the daily operations of the church office alongside the administrative team. Assist with front desk responsibilities and office coverage as needed. Maintain office, kitchen, custodial, hospitality, and ministry supplies. Support facility management software and other administrative systems. Help ensure the office, lobby, and shared ministry spaces are welcoming, organized, and reflective of the hospitality of Heights Church. Joyfully perform additional responsibilities and special projects as ministry needs arise. Qualifications, Skills & Requirements Experience & Technical Skills Minimum of 1 – 2 years of administrative experience in a professional office environment required; experience supporting pastors, executive leaders, or ministry teams in a church or nonprofit setting is preferred. Demonstrated proficiency using Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), with the ability to create professional documents, manage calendars, organize data, and communicate effectively. Experience with Planning Center or comparable church management software is preferred. Strong attention to detail with a consistent record of producing organized, accurate, and high-quality work. Proven ability to organize, prioritize, and manage multiple projects, deadlines, and competing requests while maintaining accuracy and follow-through. Excellent written and verbal communication skills, including the ability to draft professional correspondence, proofread documents, and communicate with compassion, warmth, discretion, and clarity. Ability to adapt to changing priorities, interruptions, and the fast-paced rhythms of ministry while maintaining a positive, servant-hearted attitude. Demonstrates initiative, adaptability, and the ability to solve problems with wisdom and grace. Character & Spiritual Qualifications Fully aligns with and supports the Mission, Vision, Values, and Statement of Faith of Heights Church. Demonstrates spiritual maturity, integrity, humility, discretion, and sound judgment. Possesses a servant's heart and a genuine desire to support pastors, ministry leaders, serve team members and the church family. Builds trust through kindness, encouragement, professionalism, and dependability. Thrives in a collaborative team environment while joyfully serving wherever needed. Recognizes that excellence in administration is an act of worship and an important part of caring for our church family and community. Requirements Ability to work the church's regular office schedule (Monday–Thursday), with occasional remote work as approved by a supervisor. Flexibility to support evening and weekend ministry events, including Christmas, Easter, and other major church gatherings. Ability to maintain confidentiality and steward sensitive information with the utmost care. Ability to work independently while remaining highly collaborative in a dynamic, fast-paced ministry environment. 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 20 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.