Part-Time Administrative Assistant – Operations
The Operations Administrative Assistant is a spiritually mature Christ-follower who is passionate about the work of the Church and can be trusted implicitly. This is a high capacity professional who anticipates needs of leadership, works effectively with minimal supervision, and is a highly efficient and detail-oriented professional capable of managing multiple priorities. As a representative of senior leadership, the Operations Admin provides high level administrative support and creates a welcoming environment by maintaining a positive and Christ-like demeanor at all times. This is a part-time position not to exceed 29 hours per week and is not eligible for benefits.
Essential Duties & Responsibilities
- Proactively researches, prioritizes, and follows up on incoming concerns exhibiting sound judgment and the ability to make the right decisions in the absence of direction. Promptly refers problems/issues to the appropriate person. Maintains confidentiality and uses discretion when handling sensitive information.
- Maintains calendar including scheduling meetings, appointments, travel arrangements. Anticipates needs and gathers relevant information prior to appointments. Values and protects leader’s personal time keeping his calendar clear as needed/requested.
- Creates and maintains a clean and organized office environment; proficient in creating/maintaining filing systems for paper, electronic documents, correspondence, etc.
- Drafts and proofreads communications ensuring appropriate voice, language, grammar and spelling.
- Translates ministry objectives and notes from meetings into presentations for leadership and staff.
- Tracks and reports key metrics. Partners with finance and ministry teams to create annual report content.
- Assists with organizing leadership and/or staff meetings, events, and retreats including preparation and coordination of agendas, materials, rooms, resources, meals, speakers, etc. to ensure all is in place prior to start and that events are well executed.
- Interfaces with vendors as directed in accordance with department/leadership objectives. Works with vendors to create bid packages.
- Communicates and meets with church attendees to respond to questions re: giving, membership, governance, etc.
- Provides back-up administrative support for co-workers as needed; actively supports and champions department and organizational goals.
- Maintains receipts from credit card purchases and processes monthly statements and expense reports ensuring all items are properly coded per the budget.
- Builds rapport quickly and relates well to others at all levels of the organization.
- Other duties and responsibilities as assigned.
Qualifications: Education & Experience
- Must be a fully committed follower of Jesus Christ.
- Member of TheMET Church (or willing to transfer membership).
- High school diploma required. College degree preferred.
- Minimum of 5 years of related experience supporting senior leadership.
- Must be proficient in the use of Microsoft Office software such as Word, Excel, Outlook and PowerPoint.
- Working knowledge of Fellowship One, Service U, Planning Center and Church Metrics is preferred.
- You agree with and act in accordance with TheMET Church beliefs and core virtues.
- You are service-oriented and demonstrate a high sense of urgency to meet the needs of those served.
- You are resourceful – able to use your personal judgment, experience, research and available resources to solve problems quickly and effectively.
- You have strong project management and follow up skills and proactively communicate with stakeholders.
- You have excellent judgment and are able to act with discretion and maintain confidentiality.
- Serving: You have a heart to serve; you anticipate needs and meet them with humility and compassion.
- Communication: You speak and write effectively, using appropriate convention and communication channels based on the situation; you actively listen to others, ask questions to verify understanding, and you use tact and consideration when delivering feedback to others.
- Discretion: You handle personal, sensitive, or confidential information with integrity and respect for those involved.
- Flexibility: You respond positively and adapt to change initiatives. You demonstrate ongoing support for change efforts.
- Collaboration and Partnership: You encourage and embrace dialogue from team members, while anticipating and resolving conflicting differences by exploring mutually agreeable solutions. You share key information with others involved in a project or effort. You follow the biblical model for resolving conflict in accordance with Matthew 18.
- Managing Work: You are methodical and efficient in structuring and completing tasks. You are able to work with minimal supervision, self-motivated, and show initiative.
- Quality: You set high standards for your work and ensure quality and accuracy in every aspect of work performed.
- Coachable: You are able to receive constructive feedback and coaching from leaders and peers without being defensive. You promptly modify behavior to meet expectations.
- Maturity: You are able to separate emotional feelings from the real issues at hand. You are able to put the needs of the ministry above your personal needs.
- Accountability: You take personal responsibility and ownership for adhering to all policies and procedures while also completing work timely and in accordance with performance expectations. You take responsibility and ownership for your own personal spiritual development.
- Responsibility: You are able to independently make and meet commitments made to yourself and others, keeping the promises you make, and acknowledging and accepting the choices you have made, the actions you have taken, and the results.