Executive Assistant to Lead Pastor
Vizion Church, Charlotte, North Carolina, United States, 28245
The Executive Assistant to the Lead Pastor provides high-level administrative and organizational support to senior executives, managing complex calendars, travel, communications (emails, calls), meetings, and projects, and handling confidential information with discretion to maximize executive efficiency and productivity. Core duties include scheduling, travel coordination, document preparation, report management, and serving as a key liaison for internal and external stakeholders.
CORE RESPONSIBILITIES 1. Calendar & Email Management
Steward the Lead Pastor’s email inbox daily, responding to inquiries with clarity, grace, and timeliness.
Serve as a warm, hospitable point of contact and direct inquiries to the appropriate team member
Maintain clear documentation and prioritize urgent or sensitive requests, ensuring prompt follow up and care.
2. Communication & Access Control
Manage communication from Lead Pastor to Direct Reports, Elder Board, Overseer Board, staff and congregation.
Act as a decision filter: resolve issues independently whenever possible and bring only high-impact, leadership-level decisions to the Lead Pastor.
Present options and recommendations when decisions must be escalated.
Manage Lead Pastor’s calendar in a way that allows for margin - permitting ample time to accomplish tasks/ responsibilities.
3. Logistics & Travel
Create & arrange detailed travel itineraries including flights, hotels, transportation, etc…
Coordinate guest speaking details both inbound and outbound (when Lead Pastor travels or when Guest Speakers are invited to Vizion Church)
Book flights and lodging accommodations.
4. Document & Data Preparation
Prepare reports / agendas / presentations / spreadsheets upon request
Maintain organized database of pertinent information and documents
Proofread documents / presentations
Capture minutes and disseminate to correct parties immediately following meetings
Maintain record of action items both for Lead Pastor and assigned by Lead Pastor to ensure tasks / responsibilities are progressing to completion in a timely manner.
5. Ministry & Personal Support
Assist with pastoral care requests.
Assist with errands / projects
Provide on-site support during Sunday services, assisting with needs as they arise.
6. Meeting & Event Coordination
Oversee meeting logistics ensuring a professional, organized environment
Organize internal / external meetings
Book / reserve spaces
8. Project Support & Management
Oversee special projects when assigned by Lead Pastor
Manage timelines, communication, minutes and action items
Work alongside Lead Pastor to ensure the implementation of special projects
EXPECTED COMPETENCIES Technical skills
General knowledge of Google Workspace
General knowledge of Planning Center Online
General knowledge of Zoom Workplace and eSPACE
Leadership & Stewardship Skills
High organizational discipline (“everything in its place”)
Ability to manage multiple priorities simultaneously
Ownership mentality — proactive, not reactive
Strong interpersonal skills
High personal integrity and dependability
Ability to train and guide volunteers
Communication Skills
Accurate documentation of issues
Ability to collaborate with ministries and staff
QUALIFICATIONS Required
Commitment to confidentiality regarding all account records, of the ministry, staff, and members.
Commitment to good interpersonal relationships, teamwork and support of the ministry.
Attention to detail and precision.
Approach each day with enthusiasm.
Uphold Biblical priorities in life: committed to Christ, spouse, and family.
SUCCESS LOOKS LIKE
The Lead Pastor spends significantly more time on vision, teaching, leadership development, and high-impact relationships.
Inbox and calendar run smoothly without bottlenecks, missed follow-ups, or decision fatigue.
The EA proactively anticipates needs and prevents problems before they reach the Lead Pastor.
Projects delegated to the EA move forward without requiring constant oversight.
Clear systems exist for communication, scheduling, meeting flow, and follow-ups.
High trust with staff and ministries
Fast, effective response to issues
Staying within budget while maintaining high standards
Clear weekly communication with Lead Pastor
#J-18808-Ljbffr
CORE RESPONSIBILITIES 1. Calendar & Email Management
Steward the Lead Pastor’s email inbox daily, responding to inquiries with clarity, grace, and timeliness.
Serve as a warm, hospitable point of contact and direct inquiries to the appropriate team member
Maintain clear documentation and prioritize urgent or sensitive requests, ensuring prompt follow up and care.
2. Communication & Access Control
Manage communication from Lead Pastor to Direct Reports, Elder Board, Overseer Board, staff and congregation.
Act as a decision filter: resolve issues independently whenever possible and bring only high-impact, leadership-level decisions to the Lead Pastor.
Present options and recommendations when decisions must be escalated.
Manage Lead Pastor’s calendar in a way that allows for margin - permitting ample time to accomplish tasks/ responsibilities.
3. Logistics & Travel
Create & arrange detailed travel itineraries including flights, hotels, transportation, etc…
Coordinate guest speaking details both inbound and outbound (when Lead Pastor travels or when Guest Speakers are invited to Vizion Church)
Book flights and lodging accommodations.
4. Document & Data Preparation
Prepare reports / agendas / presentations / spreadsheets upon request
Maintain organized database of pertinent information and documents
Proofread documents / presentations
Capture minutes and disseminate to correct parties immediately following meetings
Maintain record of action items both for Lead Pastor and assigned by Lead Pastor to ensure tasks / responsibilities are progressing to completion in a timely manner.
5. Ministry & Personal Support
Assist with pastoral care requests.
Assist with errands / projects
Provide on-site support during Sunday services, assisting with needs as they arise.
6. Meeting & Event Coordination
Oversee meeting logistics ensuring a professional, organized environment
Organize internal / external meetings
Book / reserve spaces
8. Project Support & Management
Oversee special projects when assigned by Lead Pastor
Manage timelines, communication, minutes and action items
Work alongside Lead Pastor to ensure the implementation of special projects
EXPECTED COMPETENCIES Technical skills
General knowledge of Google Workspace
General knowledge of Planning Center Online
General knowledge of Zoom Workplace and eSPACE
Leadership & Stewardship Skills
High organizational discipline (“everything in its place”)
Ability to manage multiple priorities simultaneously
Ownership mentality — proactive, not reactive
Strong interpersonal skills
High personal integrity and dependability
Ability to train and guide volunteers
Communication Skills
Accurate documentation of issues
Ability to collaborate with ministries and staff
QUALIFICATIONS Required
Commitment to confidentiality regarding all account records, of the ministry, staff, and members.
Commitment to good interpersonal relationships, teamwork and support of the ministry.
Attention to detail and precision.
Approach each day with enthusiasm.
Uphold Biblical priorities in life: committed to Christ, spouse, and family.
SUCCESS LOOKS LIKE
The Lead Pastor spends significantly more time on vision, teaching, leadership development, and high-impact relationships.
Inbox and calendar run smoothly without bottlenecks, missed follow-ups, or decision fatigue.
The EA proactively anticipates needs and prevents problems before they reach the Lead Pastor.
Projects delegated to the EA move forward without requiring constant oversight.
Clear systems exist for communication, scheduling, meeting flow, and follow-ups.
High trust with staff and ministries
Fast, effective response to issues
Staying within budget while maintaining high standards
Clear weekly communication with Lead Pastor
#J-18808-Ljbffr