Executive Assistant to the Senior Pastor

Categories Bible Expires: 3rd December, 2025 Texas

The Executive Assistant to the Senior Pastor is a highly trusted administrative and relational partner who supports the Senior Pastor in the execution of pastoral, organizational, and strategic responsibilities. This individual serves as a communication hub, calendar gatekeeper, and project coordinator—helping ensure that the Senior Pastor’s leadership is effectively extended throughout the church. This role requires professionalism, spiritual maturity, discretion, and technological proficiency, especially within the Google Workspace environment.

Key Responsibilities:

1. Administrative Support

• Manage the Senior Pastor’s calendar, schedule appointments, and coordinate meetings (including weekly staff meetings, board meetings, and pastoral engagements).
• Prepare agendas, take minutes, and manage follow-up for key meetings.
• Draft, proofread, and edit written communication including emails, letters, sermon materials, reports, and speaking notes.
• Coordinate travel arrangements and accommodations as necessary.
• Maintain organized digital and physical files.

2. Communication & Relationship Management

• Serve as the first point of contact for those seeking the Senior Pastor (church members, staff, denominational leaders, and community partners).
• Respond to correspondence on behalf of the Senior Pastor with grace, tact, and professionalism.
• Protect the Senior Pastor’s time by filtering and prioritizing communication and requests.
• Assist Deacons in scheduling for bereavement meals and funeral preparation.
• As directed by the Pastor, notify the congregation via email of deaths/funerals of members.
• Assist members with wedding and facility scheduling.
• Plan receptions and/or hospitality services related to the Senior Pastor’s office (i.e. staff retreats, staff birthdays, Christmas luncheon, etc.)
• Track all staff birthdays on the calendar.
• Prepare baptism certificates and certificates of transfer.
• Coordinate with Elders for Home Communion.

3. Technology & Systems Coordination

• Utilize and manage Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Forms, Slides) to support administrative and collaborative functions.
• Set up and manage video conferencing (Zoom, Google Meet) and presentations.
• Maintain contact databases (Realm, Subsplash, Clearstream), help generate reports, and support communication through digital platforms (email newsletters, church website updates, shared drives, etc.).
• Create and manage forms, surveys, and RSVP systems for pastoral events and projects.
• Submit and monitor weekly reports to CCLI (licensing for use of music in worship).

4. Project Management

• Support the execution of church-wide initiatives, sermon series planning, and special events.
• Track timelines and deliverables for strategic projects initiated by the Senior Pastor.
• Serve as a liaison between the Senior Pastor and staff teams to ensure alignment and communication across departments.

5. Confidentiality & Spiritual Maturity

• Handle sensitive information with discretion and uphold confidentiality at all times.
• Model and maintain a Christ-like spirit in communication and conduct.
• Maintain awareness of the church’s mission, values, and rhythms and support the
• Senior Pastor in advancing them.

6. Other Duties

• Run errands as needed to assist the ministry of the Senior Pastor.

Job Requirements

Strong commitment to Jesus Christ and the mission of Westminster Presbyterian Church.
Minimum of 3 years’ experience in a professional administrative or executive support role.
High proficiency in Google Workspace (required).
Excellent written and verbal communication skills.
Proven ability to manage multiple priorities, meet deadlines, and anticipate needs.
Exceptional organizational and time management skills.
Poise, professionalism, and discretion in handling confidential matters.
Relational warmth and tact in interfacing with people of all ages and backgrounds.

Familiarity with church or nonprofit operations.
Demonstrated capacity for strategic thinking and follow-through.
A calm and responsive presence in a fast-paced or high-demand ministry environment. Flexibility, a servant-hearted attitude, and a sense of humor.

Executive administrative support: 3 years (Preferred)

Job Benefits

Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance

Application Information

Please submit your cover letter and resume to ruby@wpclubbock.org