Executive Secretary & Administrative Assistant to the General Overseer at Estrada International Staffing Solutions

Position Overview

• The Executive Secretary & Administrative Assistant provides high‑level administrative, operational, and strategic support to the General Overseer (GO).
• This role ensures the smooth coordination of the church office, facilitates effective communication across ministries, and strengthens the overall efficiency of the church’s administrative and operational systems
• The ideal candidate is highly organized, spiritually grounded, discreet, proactive, and able to manage complex responsibilities in a dynamic ministry environment.

Key Responsibilities
Executive Support to the General Overseer:

• Manage the GO’s daily schedule, appointments, ministry engagements, and travel arrangements.
• Prepare briefing materials, talking points, and documentation needed for meetings, sermons, conferences, and official functions.
• Serve as the primary point of contact between the GO and internal/external stakeholders.
• Maintain strict confidentiality regarding sensitive church, personnel, and ministry matters.

Office & Administrative Coordination:

• Oversee the day‑to‑day operations of the church office to ensure efficiency and order.
• Supervise administrative staff, volunteers, and ministry office workers as assigned.
• Coordinate logistics for meetings, retreats, conferences, and special programs.
• Ensure the church office environment is welcoming, organized, and ministry‑ready.

Communication & Information Management:

• Facilitate timely communication between the GO, pastors, ministry heads, church departments, and external partners.
• Prepare reports, memos, presentations, and minutes of meetings.
• Manage incoming and outgoing communication, including emails, calls, letters, and official announcements.
• Support the dissemination of information to the congregation and leadership teams.

Ministry & Operational Coordination:

• Track progress on ministry projects, initiatives, and directives issued by the GO.
• Assist in planning and coordinating church-wide programs, events, and outreach activities.
• Monitor compliance with church policies, procedures, and operational standards.
• Liaise with finance, HR, media, protocol, and other departments to ensure alignment with the GO’s vision and instructions.

Strategic & Organizational Support:

• Support the GO in implementing strategic plans, ministry goals, and organizational improvements.
• Conduct research, compile data, and prepare summaries to support decision-making.
• Identify administrative gaps and propose solutions to enhance operational effectiveness.
• Maintain a high level of professionalism, spiritual maturity, and service excellence.

Education & Experience

• Bachelor’s Degree in Business Administration, Office Management, Public Administration, or a related field.
• 3 years of experience in executive support, administrative management, or office coordination (ministry or nonprofit experience is an advantage).

Skills & Competencies:

• Proficiency in office software (Microsoft Office Suite, email systems, scheduling tools).
• Ability to work under pressure, manage deadlines, and handle confidential information.
• Strong interpersonal skills and emotional intelligence.
• High level of discretion, integrity, and professionalism.

Spiritual & Personal Attributes:

• A committed Christian with a strong understanding of ministry culture.
• Demonstrated spiritual maturity, humility, and a servant-leader mindset.
• Ability to work harmoniously with pastors, leaders, volunteers, and congregants.
• A heart for excellence and a passion for supporting the work of the Kingdom.