Executive Assistant to Pastor-in-Charge

Major Responsibilities:

The Executive Assistant to the Pastor-in-Charge is responsible for providing comprehensive administrative support to the Pastors & Office Manger to ensure the efficient management of the church office. This role involves managing communication, coordinating schedules, handling confidential information, and assisting in the organization of church events and activities.

Administrative Support:

. Manage the PIC's calendar, including scheduling appointments, meetings, conferences, events and travel arrangements.

. Handle personal tasks and administrative responsibilities for PIC, including Annual/General Conference responsibilities.

. Oversee registration and administration of Weddings/Marriages, Baptism and Membership, Hospitalisation and Death/Wakes and Funerals.

. Maintain the PIC's filing system, ensuring that documents, reports and records are organized and accessible including contracts and employee files.

Communication/Liaison:

. Act as the primary point of contact between the PIC and church members, staff, and external parties.

. Oversee official correspondence, draft documents on behalf of PIC, and assisting with presentation preparation.

. Registered as Data Protection Officer (DPO) with PDPC to serve as the main point of contact between the church and the relevant data protection authorities.

Event Coordination:

. Coordinate high-profile events and meetings, ensuring smooth execution and flawless hospitality for guests.

Data / Information Management & Confidentiality:

. Organize and maintain confidential data and information with the utmost integrity.

. Manage church membership database and update status of church members.

Office & Operation Management:

. Maintain office supplies and manage inventory and initiate requisitions to replenish inventory including Holy Communion elements.

. Assist in the preparation of the Pastor's Office budget and financial reports as needed

Meeting Support:

. Prepare agendas, take minutes, and distribute them for church meetings and committees.

. Follow up on action items from meetings as directed by the PIC.

Research & Analysis:

. Conduct market research, gather relevant data, and provide insightful reports and recommendations to support the church's decision-making process.

Other Duties:

. Perform other related duties as assigned by the Pastor-in-Charge and Office Manager.

. Provide general assistance to other church staff and ministries as needed.

Requirements:

. Proven experience of 5 years as an executive assistant or similar role in an administrative or secretarial role.

. Exceptional written and verbal communication skills.

. Proficiency in Microsoft Office Suite and other relevant tools/software.

. An adaptable and flexible approach to thrive in a rapidly changing environment.

. A proactive and solution-oriented mindset, anticipating needs and taking initiative.

. High level of integrity and the ability to maintain confidentiality with sensitive information.

. Impeccable organizational and time management skills with the ability to multitask effectively under pressure.

. Strong interpersonal skills and the ability to work effectively with diverse groups.

. A team player with a positive attitude and a willingness to serve.

Working Conditions:

. This position requires regular office hours, with occasional evening or weekend work for special events or meetings.

. The role requires to work on Sundays.