First UMC Dallas: Executive Administrative Assistant

Date Posted: 4/26/2019

First UMC Dallas, Dallas, TX

Job Description

The ideal candidate is 

  • Self-starter with excellent anticipation skills, follow up, dependability and strong sense of urgency about completing tasks and getting results
  • Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment
  • An ownership approach to responsibilities
  • Excellent verbal and written communication skills
  • Ability to capture critical information and organize that information for maximum utilization
  • Exceptional attention to detail and excellence
  • Well-developed interpersonal skills, including the ability to interact with diverse personalities
  • Ability to solve problems quickly and efficiently 
  • Always looking for additional ways to make the Director of Music and Arts’ job easier and more efficient



  • 3-5 years’ experience in a fast-paced office environment as an Executive Administrative Assistant, successfully supporting senior leader(s)
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat and InDesign
  • Bachelor's degree (preferred)
  • Basic music training/knowledge (preferred)


Job Description

  1. Music & Arts Calendar Administration

    1. Coordinate details related to recurring and special events, including but not limited to, rehearsals, concerts and services

    2. Coordinate communication about Music and Arts events with church staff, church members and the community

    3. Enter and update Music and Arts events into Facility Scheduler

    4. Schedule childcare and parking for Music and Arts events, performances and rehearsals as needed


  2. Communications/Publicity/Print Materials

    1. Work with Director of Communications to publicize all Music and Arts events internally and externally

    2. Produce all printed materials for Music and Arts events including, programs, posters, flyers, signs, artwork labels, forms, signup sheets and more as assigned by Director and Associate Director of Music and Arts

    3. Prepare weekly worship service bulletins

    4. Monitor Music and Arts pages on the church website, updating information regularly; post weekly service music to worship page on website


  3. Payment/Sales/Donations Processing

    1. Set up sales/events in Eventbrite or other software in order to receive credit card payments

    2. Process all credit card sales/orders for tickets, art work, weekly and special occasion flowers, meal payments, trip deposits, ad sales and more

    3. Process and deposit all cash and checks received by Music and Arts

    4. Generate check requests as needed in consultation with Associate Director of Music


  4. Music and Arts Purchasing/Procurement

    1. Place all music orders for choirs and ensembles

    2. Order weekly Sunday lunches for children and youth choirs

    3. Order dinners for all Music and Arts evening meetings

    4. Keep Choristers Guild memberships up to date and process payment of dues

    5. Obtain performance rights for all plays and musicals

    6. Order scripts and/or rental music scores for all plays, musicals and performances


  5. Database/Records Management

    1. Maintain member rosters and attendance records for all children, youth and adult choirs and ensembles

    2. Create/update/maintain email and text group lists for all Music and Arts groups

    3. Catalogue new music and maintain/update music library database

    4. Create/update/maintain inventory and assignment lists for Music and Arts physical assets, monthly inventories for art exhibitions and more


  6. Office/Clerical

    1. Serve as receptionist for the Music and Arts department by receiving phone calls and welcoming members and visitors in person

    2. Communicate with members and other staff as requested by Director of Music and Arts

    3. Coordinate the work of volunteer music librarians on a weekly basis

    4. Produce weekly hymn sheets for Chancel Choir

    5. Perform routine clerical duties including, but not limited to, producing thank you notes for donations, mailing/shipping, organizing office supplies, maintaining office equipment, etc.

    6. Notary Public or willingness to become a Notary

    7. Perform other tasks as assigned by Director and Associate Director of Music and Arts

How to Apply

Send application and resume to Associate Director of Music Tim Effler at
Contact Email:
Contact Phone: 214-220-2727


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