Executive Assistant to the Lead Pastor

Rolling Hills Job Description

Staff Culture Values

• Spiritually Growing – Practicing self care, regular time in the word, sabbath keeping, prayer, listening and growing in trust in God, grace filled and transparency by being known in community.

• Doctrinal Alignment – Staff member is an active member of the church and personally embraces and teaches in accordance with our “Essential” and “Central” doctrinal positions. Additionally they will faithfully represent and teach in accordance with our doctrinal positions found in the “Important” category of our doctrinal statement.

• Missional Alignment – Support and contribute to our mission, vision and goals and execution. Must also be able to align to our staff covenant and culture.

• Integrity and Character – Should be servant minded, accountable, trustworthy, dependable, self aware and humble.

• Effectiveness – Successful execution of job responsibilities, Teachable/Growth mindset: self, others, ministry. Leadership Development of Volunteers owning/leading ministry. Good work ethic, takes initiative and uses critical thinking. Perseveres through adversity and has adaptability

• Team Player – Has strong conflict resolution and is relational. Embraces synergy by working together collaboratively with staff and volunteers. Values team unity.

Position Purpose

The Executive Assistant to the Lead Pastor serves as a strategic partner to the Lead Pastor, providing high-level administrative support to maximize the Lead Pastor’s effectiveness and ministry impact. This role ensures seamless coordination of the Lead Pastor’s schedule, communications, and priorities while serving as a key liaison between the Lead Pastor and staff, volunteers, and congregation. The Executive Assistant anticipates needs, manages projects, and removes obstacles so the Lead Pastor can focus on vision, teaching, and shepherding the church.

Essential Roles & Responsibilities

• Calendar & Schedule Management – Manage the Lead Pastor’s calendar, coordinate meetings, appointments, and speaking engagements. Proactively schedule time for sermon preparation, strategic thinking, and personal margin.

• Email & Communication Management – Monitor and manage the Lead Pastor’s inbox, draft correspondence, and ensure timely responses. Triage incoming communications and route appropriately.

• Meeting Coordination & Documentation – Attend executive team meetings and other key meetings, take detailed notes, track action items, and follow up to ensure tasks are completed.

• Project Management – Lead and coordinate special projects on behalf of the Lead Pastor, ensuring deadlines are met, stakeholders are informed, and outcomes align with church priorities.

• Staff Communication & Coordination – Communicate with staff on behalf of the Lead Pastor regarding meetings, events, announcements, and initiatives. Coordinate cross-departmental efforts to prevent bottlenecks at the Lead Pastor level.

• Event & Meeting Preparation – Plan and prepare for all staff meetings, retreats, and leadership gatherings. Create agendas, coordinate logistics, prepare materials, and ensure smooth execution.

• Proactive Planning & Anticipation – Think ahead on behalf of the Lead Pastor. Anticipate needs, prepare resources, identify potential challenges, and proactively address issues before they arise.

• Task & Priority Tracking – Maintain systems to track key tasks, deadlines, and priorities. Provide regular updates and reminders to ensure nothing falls through the cracks.

• Confidentiality & Discretion – Handle sensitive information with the highest level of confidentiality and discretion. Exercise sound judgment in all interactions.

• Expense Management – Manage expense tracking, receipt collection, and reimbursement submissions to finance, ensuring timely and accurate processing.

Knowledge/Skills/Experience

• 2-4 years of experience in a similar role

• Bachelor’s Degree preferred or equivalent trade or relevant experience

• Very strong technical proficiency across computers, applications, Google Workspace, social media platforms, and project management tools. Quickly masters new software with minimal training or supervision.

• Proven ability to maintain strict confidentiality and handle sensitive information with discretion

• Experience taking detailed meeting notes and minutes in professional settings

• Strong project management skills with demonstrated ability to see initiatives through to completion

• Methodical approach to task management with consistent follow-through

• Strong communication skills both in public settings as well as interpersonally

• Understanding, knowing and aligning to mission/vision

• Excellent relational, interpersonal, problem-solving and rapport-building skills with both staff and volunteers

• Excellent self-management and organizational skills; able to prioritize effectively, lead teams, or work independently depending on the need

• Adapts effectively to changing priorities and performs effectively in pressure situations

• High attention to detail

Physical/Mental Abilities

• Self Motivated

• Excellent written and verbal communication skills

• Practices self-awareness and operates with integrity

• Willing to accept feedback and demonstrate willingness and capacity to grow

• Ability to multi-task working with multiple projects, ministry teams and people at one time

• Ability to function effectively in ambiguous environment

• Ability to maintain productivity under significant pressure of daily and diverse deadlines

• Excellent reasoning, analytical & decision-making skills

• Effective presentation and facilitation skills

• Ability to analyze historical data and project future actions or outcomes

• Able to travel within region to perform job duties

• Ability to stand for up to 3 hours, sit for up to 8 hours, and use computer for up to 8 hours

• Ability to lift up to 25 pounds