Executive Administrative Assistant

At The Bay Church, we believe in investing in the whole person, not just job performance. This role includes intentional leadership development through our Leadership Pipeline, with personal development meetings every six weeks. Schedule: Sunday - Thursday - up to 40 hours per weekKey ResponsibilitiesCampus & Ministry SupportStaff Communication: Provide clear, timely communication to staff regarding events, updates, and activities.Calendar & Event Management: Manage Pastor Jasons calendar; coordinate meetings, events, and preparation details.Concord Special Weekends: Assist with administrative coordination and ordering of supplies for special services and events.Teaching Preparation Support:Create and format teaching notes, slides, and supporting materialsPurchase teaching suppliesCoordinate rehearsals with participantsCreate and update online teaching notes through SubsplashEvents Support: Collaborate with fellow admins to organize, prepare, and manage food orders and hospitality for events such as Annual Business Meetings, Stakeholder Gatherings, Staff Events, and School & Church Luncheons.Staff Birthdays: Coordinate cards and gift cards for staff birthdays and maintain accurate records in Planning Center.Multi-Site SupportMulti-Site Support: Assist Pastor Jason in his oversight of multi-site operations by scheduling meetings, handling administrative tasks, updating the multi-site playbook, and supporting coordination efforts.Administrative Team SupportAssist with bi-monthly Admin Meetings, including agenda preparation and follow-upTroubleshoot administrative challenges as neededMaintain regular connection with fellow adminsEncourage, counsel, and help train newer administrative staff to strengthen team efficiency and cultureFront Desk Reception (Rotation)Provide front desk coverage as needed (typically 3 hours or fewer per week)Greet and assist guests warmlyAnswer and route phone callsRespond to walk-ins and general inquiriesEnsure the lobby area remains welcoming and professionalAdditional Administrative ResponsibilitiesPower for Life Class: Oversee scheduling, prepare materials, coordinate logistics, and assist with facilitation.Leadership Pipeline Support: Coordinate schedules, assist with planning, and follow up on leadership development processes.Premarital & Counseling Support: Manage calendar scheduling, coordinate appointments, and assist with follow-up details for Pastor Jason.Systems & Tools Used Much of this role is supported through:Internal communication platformsCCB (external communication tracking)Monday.com (internal communication, task and project management)Planning Center Online (church services and meeting agendas)Google Workspace (email and calendaring)Subsplash (church app and online content)Missions Support(In coordination with the Missions Team)Missionary Spotlights:Schedule and coordinate monthly missionary spotlights across all campusesManage communication and scheduling with missionariesMissions Trips: Support planning, coordination, track and assist with mission trip budgets, and logistics for annual missions trips.Financial & Giving Support:Monitor monthly missions givingEnsure missionaries receive timely financial supportUpdate records when missionaries retire or new missionaries are addedCommunicate clearly with givers about how their contributions are being usedMissions Leadership Coordination:Maintain alignment and communication with missions leadershipCoordinate meetings and assist with agendasManage food orders and hospitality for meetings recblid pjm79ivzymg9go9hte6vhtfua0xdw7

Created: 2026-03-04