SERVICE: SUNDAYS AT 8:00AM & 11:30AM

Open Position: Executive Administrative Assistant

FBC MISSION STATEMENT

Friendship Baptist Church is a church where Christ is magnified; through individually and collectively presenting ourselves to Christ as a living and holy offering. We are Bible-based, Christ-centered, accountable, and saved to serve.

VISION STATEMENT

Discipleship | Evangelism | Service
That Friendship will be a Discipling, Evangelizing, and Serving Fellowship of Believers.
Job Classification: Executive Administrative Assistant (EA)
FLSA Status: FT/Non-Exempt
Reports To: Senior Pastor and Chief of Staff
Church Size: 2000-2800
Department: Administration
Hours: 40 hours per week; Flexible schedule based on pastoral needs, programming, and church activities, including Saturday and Sundays
GENERAL SUMMARY: The Executive Administrative Assistant reports to the Senior Pastor and Chief of Staff (COS). As the Executive Administrative Assistant, they provide comprehensive professional skills and high-level administrative support to both the Senior Pastor and Chief of Staff. In addition, the Executive Administrative Assistant maintains high standards towards confidentiality and uses discretion when dealing with all church matters while exhibiting a professional relationship when interfacing with the staff, congregation, church visitors, and vendors.
I.  DUTIES/RESPONSIBILITIES:
  • Administrative Functions- The Executive Administrative Assistant serves as the primary contact for the Senior Pastor on matters requiring pastoral care and the administrative needs of the Chief of Staff. This work would include:

  • Manages the Senior Pastor’s calendar prioritize appointments, projects, correspondence, and tasks as needed to protect study and sermon preparation time 

  • Serves as primary contact for the scheduling of appointments, meetings, and other scheduled commitments of the Senior Pastor and or COS

  • Attends weekly staff planning meetings

  • Manages all forms of correspondence, including incoming telephone calls, voicemail, email, and regular mail as needed to ensure a smooth flow of communication, including timely, follow up to and from the Senior Pastor and COS 

  • Reviews and/or drafts correspondence; answers mail and/or composes letters, as directed, including incoming mail correspondence, distributed according to its importance and relevance 

  • Initiates, edits, and distributes church-wide email communication for the staff

  • Coordinates, replies to, and maintains email correspondence as needed or directed 

  • Scheduling of Staff Meetings- The Executive Administrative coordinates and manages all logistics for all staff-led events, retreats, staff, and other meetings and/or activities by doing the following:

  • Overseeing meeting set-up and notify attendees through appropriate communication

  • Secures room/space for meetings – both in-house and offsite

  • Partnering with the Senior Administrative Assistant, assisting in the preparation of meetings through the production, documents, handouts, reports, meals, reminders, etc., as requested or directed by the Senior Pastor or COS  

  • Maintenance of Senior Pastor’s Files and Speaking Engagements- Demonstrates and Creates and/or maintains a secured electronic filing system and hard copy document filing system to protect confidential church information. Including:

  • Organizes and purge both computer and hard copy files, as needed 

  • Makes travel arrangements and coordinate speaking engagement logistics

  • Prepares copies of presentation materials when needed

  • Maintains effective communications with hosts

  • Research Data Management- The EA also functions as a resource management data entry person (book text, magazine and newspaper articles, etc.) in support of sermon development and authorship of articles, books, and other publications and as directed by the Senior Pastor of COS by doing the following:

  • Edit articles, manuscripts, letters, documents, and other written materials as needed in support of staff 

  • Build, Provide, and Maintain Public Relations-  The Executive Administrative Assistant is the first contact of the executive office. They must create a warm, hospitable atmosphere for church members, visitors, and vendors by doing the following:

  • Builds and maintains strong relationships with all ministry areas; maintain professionalism and complete confidentiality at all times when handling all church matters

  • Greets and direct church members, visitors, and vendors to appropriate departments or ministry leaders to ensure the needs of individuals are met

  • Serves as a resource for other ministry areas when needed

  • Maintains a “member in good standing” status at Friendship Baptist Church (FBC) as outlined in the FBC Bylaws 

  • General Administrative Duties and Tasks

  • Completes basic clerical functions timely and efficiently to maintain an organized, efficient office space, including but not limited to filing and expense preparation.

  • Communicates and delivers clear messages when speaking in positive or conflict situations; uses nonverbal communication congruent with the intended message.

  • Demonstrates effective listening skills; interprets messages and checks for understanding; responds well to questions

  • Demonstrates effective phone presentation skills

  • Demonstrates group presentation skills

  • Exhibits the ability to influence and engage a wide range of donors and build long-term relationships

  • Creates clear and concise written communication; Varies writing style to meet the needs of diverse audiences

  • Selects communication tools and methods based on the needs of recipients
II. DESIRED SKILLS
  • Innovation and Motivation- The Executive Administrative Assistant must displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work by doing the following:

  • Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention
  • Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals

  • Flexibility and Adaptability- Adapts to changes in the work environment; Willingness to adapt to competing demands by: 

  • Changes approach or method to best fit the situation; 

  • Ability to deal with frequent change, delays, or unexpected events

  • Initiative and Strategic Thinking- Demonstrates the ability to think and work independently:  and performs effectively with minimal direction, support, and supervision, and:

  • Develops strategies to achieve organizational goals

  • Understands organization’s strengths & weaknesses; Adapts strategy to changing conditions 

  • Problem Solving- Ability to strategically research and analyze problems by gathering and organizing all relevant information and uses sound judgment to make good decisions based on information gathered and analyzed, also by the following:

  • Builds and maintains effective relationships and partnerships (both internally and externally) 

  • Maintains confidentiality and keeps private or sensitive information about others confidential

  • Have the ability to engage in effective conflict resolution and defuse tense situations; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and willing to try new things

  • Professionalism- The Executive Administrative Assistant must tactfully approach others; Reacts well under pressure and remains calm; Treats others with respect and gives consideration regardless of their status or position; Accepts responsibility for own actions by doing the following: 

  1. Follows through on commitments
  2. Displays passion and optimism; Inspires respect and trust
  3. Constantly looking for ways to improve and promote quality
  4. Demonstrate accuracy and thoroughness

  • Planning and Project Management

  • Leading a team of staff or volunteers in completing projects by a set deadline
  • Delegates tasks to individuals best positioned to complete them
  • Communicates with Senior Pastor or COS on project goals
  • Understands the implications of business decisions
  • Aligns work with strategic goals  
  • Plans and organizes work responsibilities to achieve assigned goals and objectives
  • Works within an approved budget and holds others to working within the budget
  • Develops and implements cost-saving measures
III. QUALIFICATIONS: The qualifications listed below represent the knowledge, skills, and abilities of the Executive Administrative Assistant. Further, qualified individuals must be a member of Friendship Baptist Church or willing to become a member.
REQUIRED EDUCATION/ EXPERIENCE:
  • High School Diploma, or Bachelor’s Degree (B.A.) in Business Administration 
  • Minimum of 2-3 years of administrative support or related experience.
TECHNICAL/COMPUTER SKILLS:
  • COMMUNICATION - Demonstrate excellence in written and verbal, and interpersonal communications. Ability to read, analyze, and interpret church documents. Has the ability to write routine reports and correspondence.  Ability to speak effectively before church members, visitors, vendors, and the general public

  • LANGUAGE ABILITY - Ability to read, analyze, and interpret church documents. Ability to speak effectively before church members, visitors, vendors, and the general public

  • MATH ABILITY - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

  • REASONING ABILITY - Ability to solve practical problems and deal with various concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Proficient knowledge of Microsoft Word and Microsoft Excel, Presentation Software (PowerPoint), Publisher, Outlook, Access, Database systems, Internet Software and Design Software such as Adobe and Illustrator

  • Regularly required to stand; walk. Must regularly lift and/or move up to 10 pounds – and occasionally lift and/or move up to 25 pounds.
The contents in this job description are as an employee guideline. The Senior Pastor or COS reserves the right to amend this job description if necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

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