Executive Assistant

POSITION SUMMARY

The Hills Church Executive Assistant position is responsible for ensuring administrative support to the Executive Pastor at Hills Church. This is a high-level role that will help bring continual continuity and care to the team, Church, and mission. The EA must also be resourceful, innovative, and proactive, always thinking independently and not needing much supervision or direction. This is an on-site role that requires 3+ years of professional full-time experience. We are open to creating part-time vs. full-time roles based on the candidate.

MISSION
The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details and clearing the path for him to make his greatest contribution to our Church. The Executive Assistant will be a key asset to the Executive Pastor by anticipating needs at an exceptionally high level, allowing him to carry out the vision and strategy for all aspects of the implementation at Hills Church so that we can execute the mission of reaching people for Christ.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the Executive Pastor’s and the church's needs. The executive assistant's most important responsibility is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the Executive Pastor's initiatives.

RESPONSIBILITIES

The Executive Assistant will have the following primary responsibilities:

• Provides administrative support for the Executive Pastor 
  
• Complex calendar management and scheduling (both personally and professionally) on behalf of the Executive Pastor 
• Meeting management including preparing agendas, printing reports, taking notes, distributing action items, and arranging catering as needed
• Communicating on the Executive Pastor's behalf, both internally and externally
• Email management and organization
• Varying personal and professional administrative tasks, including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers
• Running errands and attending meetings as needed
• Project management utilizing Monday.com
• Digital File Management via Google Suite
• Create structure/workflow/processes
• CRM administration (Planning Center Online): updates & data entry
  
• Manage and process expense reports
• Special Project assistance/coordination/lead 
• Excellent Staff Care/Morale support 

PROFICIENCIES AND PERSONAL ATTRIBUTES

The requirements listed below are representative of the knowledge, skill, character, and/or ability required:

Love for Jesus and for Hills Church: Our EA will demonstrate an ongoing and growing relationship with Jesus Christ. They'll naturally and willingly support and contribute to the mission of Hills Church, its goals, strategies, and overall vision. Maintaining regular attendance at worship services and demonstrating active participation at Hills Church is also a must.  

A Servant’s Heart: This is foundational. Our rockstar EA wants to serve—not just our church but also our Executive Pastor as well. Whether the task is big or small, the EA will achieve its goals by helping our Executive Pastor achieve his. 

Attention to Detail: The EA will have a high attention to detail and accuracy, using their existing experience dealing with task management, project management, administration, and organization. 

Quality Communication: The EA must be an excellent communicator in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Monday.com messages, text messages and/or emails.

High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity are essential.

Team Player: In addition to working directly with the Executive Pastor, the EA will also work with members of the LEAD Team and several other staff members from other departments on his behalf. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.

Anticipating Needs: As a part of our commitment to enabling our Executive Pastor to serve our Church and the staff at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution.

Affinity for Technology: Our EA will be a technologically savvy Mac user who is not intimidated by learning new technology. Proficiency in the following tech platforms, or a willingness to learn, is ideal: Planning Center Online, Leadr, Zoom, Google Office Suite, Excel, and Monday.com.