We are seeking a highly organized, detail-oriented, and mission-driven Executive Administrative Assistant with a background in non-profit, church administration, and site management. This individual will support executive leadership in a wide range of administrative and operational tasks, helping ensure that both ministry goals and daily operations are executed with excellence. The ideal candidate will be proactive, discreet, adaptable, and grounded in a heart for service and faith-based community impact.
Key Responsibilities:
Executive & Administrative Support
Provide high-level administrative assistance to the Executive Director, Senior Pastor, and leadership team. Manage calendars, schedule meetings, coordinate travel arrangements, and prepare agendas and meeting minutes. Draft and edit correspondence, reports, and presentations with professionalism and confidentiality. Maintain organized filing systems, databases, and records (physical and digital).
Communication & Coordination
Serve as a liaison between leadership, staff, volunteers, congregation, board members, donors, and external partners (via email, telephone, virtual & in person meetings). Prepare internal and external communications including newsletters, announcements, and donor acknowledgments. Ensure clear and timely communication of organizational updates and events.
Event & Program Support
Assist in the planning and execution of services, board meetings, ministry programs, and outreach/fundraising events. Coordinate logistics such as space setup, catering, volunteer assignments, and promotional materials.
Site & Facilities Management
Oversee daily site operations to ensure the church/non-profit facility is clean, safe, and welcoming. Manage vendor relationships for building maintenance, janitorial services, security, landscaping, and repairs. Coordinate room reservations and usage schedules for ministries, events, and external groups. Monitor building systems and supplies, and report facility needs to leadership or contractors as needed. Ensure compliance with safety, fire, and accessibility regulations.
Office & Ministry Operations
Monitor and manage office supplies and technology needs. Support stewardship efforts, donor management, and financial reporting in collaboration with accounting staff. Maintain documentation for audits, grants, and compliance reporting.
Proven experience (3+ years) as an Executive Assistant or Office Manager, preferably in a church or nonprofit organization. Experience supporting an Executive or Pastoral leadership team. Familiarity with basic building systems and contractor coordination. Knowledge of basic budgeting and purchasing procedures. Prior experience with site or facility management is strongly preferred. Excellent organizational and time-management skills. Strong interpersonal and communication skills (written and verbal). Knowledge and experience working with Microsoft Office Suite plus a willingness and ability to learn new procedures and programs specific to the church. Ability to handle confidential information with integrity and professionalism. Flexible and responsive to changing needs in a ministry-oriented environment. Alignment with the mission and values of the organization; active involvement in a local church preferred.
Please email your cover letter and resume to HRBurns@gmail.com or go to https://www.burnsumc.com/join and follow the instructions there.
