Executive Assistant at Harvesters International

Job Details

Administration Support and Coordination

• Manage the Senior Pastor’s calendar for appointments, meetings, and travel.
• Provide administrative support to the Senior Pastor (including correspondence, reports, files, etc.)
• Coordinate and organize daily office activities and operations and direct the workflow within the Senior Pastor’s office, as appropriate to minimize the demands on the Senior Pastor.
• Provide support to the Senior Pastor in the work of assigned committees of the Church Council. Provide support to the Senior Pastor in preparation of worship materials for weekly services and special events.
• Provide hospitality support, arrange meals, accommodations, and logistics for meetings, events, guests, and programs hosted by the Senior Pastor.  
• Maintain the daily and long-term schedule of activities for the Pastor’s office, including calendar, travel schedule, accommodations and conferences, and provide back-up materials, special arrangements and transportation related to these activities.
• Attend Church meetings and take minutes as required.
• Help increase Senior Pastor’s productivity by 20% by taking on assignments and projects.

Monitoring

• Monitor and reconcile expenses directly related to the Pastor’s budget.  Process invoices, expense reports, and other documents for payment.
• Responsible for credit card: ensure transactions comply with the policies and reconcile monthly statement.  
• Monitor the activities of the Pastor’s reporting staff, including deadlines, leave, travel and
• Ensure consistent customer service delivery in a collaborative and solutions-based capacity to all levels of staff and volunteers.
• follow up on tasks, review to ensure completeness within stipulated time frame

Office Communication

• Writes clear, concise correspondence.
• Proofreads all material for errors, omission, and consistency.
• Adept at delivering difficult messages in a tactful manner.

Teamwork and Collaboration

• Networks across the organization.
• Willing to teach team members processes or how to use technologies.
• Applies emotional intelligence by facilitating situations for a positive outcome.

Project Administration and Coordination

• Maintain the overall work plan and project plans, tracking key tasks, critical path and budgets.
• Assist with preparing assessment documentation, receiving and processing proposals and reports for the Church as required.
• Takes initiative for new  and  special  projects,  as  requested
• Completes projects by following up on results and collating reports from relevant church leaders, workers and other volunteers

Reporting/Analytics

• Check through reports for accuracy, completeness and highlight areas of focus and trends analysis
• Prepares reports by collecting and analyzing information
• Reports directly to the Senior Pastor.

General Services

• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain office supplies inventory and ensure availability of tools required for the Senior Pastor’s office
• Oversee the activities of the Secretary and implement office management initiatives that promotes an effective working environment e.g.guest management, appointments, etc
• Perform any other duty that may be assigned from time to time by the Senior Pastor