Responsibility Description
Job Title:Executive Assistant [Senior Leadership]
Purpose Statement:To support the Lead Pastor, Church Life Directional Team Lead & Creative Directional Team Lead in the performance of their duties.
Reports to:The Senior Leadership Team
Lead Pastor - Executive Assistant Responsibilities:[4-10 hours per week]
Communication
- Manage the Lead Pastor’s correspondence ensuring a timely and proactive response, and redirecting to other staff when appropriate [voicemail, email, mail]
- Organize video shoots and manage MailChimp campaigns with the Communications Team
- Organize and prepare cards to be signed for “First Time Givers” at OneChurch.to
Deacon Board Support
- Book rooms, set-up, technology and food/snacks for monthly Board Meetings and Board Retreats
- Assist the Lead Pastor in creating Board Agendas in Planning Center, gathering and producing relevant documents for meetings as well as scheduling meetings
- Update and maintain the annual Deacon Board Calendar
- Manage the Deacon Board website - updating with monthly Board minutes, new policies, role descriptions, training tools, and Committee Minutes as well as updating Committee and Board participants annually
- Manage the signing of and completion of all Consent, Covenant and Conflict of Interest & Confidentiality agreements for the Board of Deacons and Committee members (annually).
- Organize and maintain the Google Drive for Deacon Board historic documents and legal matters
Project Management
- Communicating with the Staff Team to ensure tasks are completed when assigned by the Lead Pastor
- Preparing agendas and supporting documents for all meetings that the Lead Pastor leads
- Coordinating all outside Communicators - schedules, travels, payment, etc
- Coordinating any travel arrangements for the staff team (excluding Global Focus Trips)
- Monitoring and reporting for the Senior Leadership Budgets
- Processing the Lead Pastor's expenses and reimbursements
General Administration
- Coordinate the Lead Pastor calendar
- Anything else as assigned by the Lead Pastor
Church Life Directional Lead Responsibilities:[10-12 hours per week]
Communication
- Manage the Church Life Directional Lead’s correspondence ensuring a timely and proactive response, and redirecting to other staff when appropriate [voicemail, email, mail]
- Communicating with the Staff Team to ensure tasks are completed when assigned by the Church Life Directional Lead
Elders Team Support
- Book rooms, set-up, technology and food/snacks for Elders & Elders Council Meetings
- Communicating to the Elders & Elders Council on behalf of the Church Life Directional Lead
- Assist the Church Life Directional Lead in creating Elders' Meeting Agendas in Planning Center, gathering material for meetings as well as scheduling the meetings
- Update and maintain the annual Elder Calendar
- Preparing and sending out monthly Elders Email Communication
Toronto East Internship Support
- Book rooms, set-up, technology and food/snacks for Student and Mentoring Meetings
- Coordinating the schedule and rotations for the Internship Program
- Liaisoning between OneChurch.to and MCS on behalf of the Church Life Directional Lead to coordinate administration for the Internship Program and the Follow Night Classes
- Managing the Registration and Communication processes
Project Management
- Create and manage room and resource bookings (PCO Calendar)
- Coordinating the booking and planning processes for all Staff Wellness, Staff Community and Staff Social events
- Provide project management for any special events or projects from the Church Life Directional Lead
General Administration
- Preparing agendas and supporting documents for all meetings that the Church Life Directional Lead chairs
- Attend Church Life Team meetings to provide admin support
- Monitoring and reporting for the budgets that the Church Life Directional Lead oversees
- Processing the Church Life Directional Lead’s expenses and reimbursements
- Coordinating the Church Life Directional Lead’s calendar
- Anything else as assigned by the Church Life Directional Team Lead
Creative Directional Lead - Responsibilities:[3-8 hours per week]
Communication
- Manage the Creative Directional Team Lead’s correspondence ensuring a timely and proactive response, and redirecting to other staff when appropriate [voicemail, email, mail]
- Managing general communication and communication systems with church family, staff, volunteers and other church connections for the Creative Team
Project Management
- Create and manage room and resource bookings (PCO Calendar)
- Manage series planning process administratively
- Booking meetings, resources and
- Creating Asana projects per series; assigning roles and inputting content
- Support series planning meetings by booking, note-taking as well as capturing and assigning ideas for follow-up and implementation
- Attend gatherings or creative team meetings to provide project management and admin support
- Provide project management and admin support on any special events or projects from Creative Teams
General Administration
- Coordinating credit card reconciliation, budget reporting and monitoring and other financial requests for accounts under the Creative Directional Team Lead
- Coordinate the Creative Directional Team Lead’s calendar
- Any general administrative support for the Creative team
- Anything else as assigned by the Creative Directional Team Lead
Work Schedule:30 hours per week
- Jonathan - 4-10 hours
- Jessica - 10-12 hours
- Matt - 3-8 hours
[Monday, Tuesday [in office], Wednesday [in office], Thursday, Sundays]
