Hamilton Park UMC: Executive Administrative Assistant

Date Posted: 7/18/2024

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Hamilton Park UMC, Dallas, TX

Job Description

The Executive Administrative Assistant reports to the Senior Pastor and provides high-level administrative support to the Senior Pastor and Hamilton Park United Methodist Church. The Executive Administrative Assistant is responsible for administrating those tasks and functions relevant to the Senior Pastor’s office on a day-to-day basis as well as the church’s administrative tasks.

The Executive Administrative Assistant is required to maintain complete confidentiality and serve as a caring assistant to interface with the congregation and the Senior Pastor. In addition, the Executive Administrative Assistant will assist in coordinating and facilitating major events and conferences in cooperation with the program staff.

The Executive Administrative Assistant will also ensure the efficient operation of the church office and oversee the creation of advertisements for ministry-related events; serve as a liaison for Hamilton Park United Methodist Church with vendors of office supplies, office machines, postage, etc.

The Executive Administrative Assistant is expected to work no less than 25 hours per week and not surpass more than 30 hours per week.

Responsibilities

1. Receives and directs calls for Hamilton Park UMC and the Senior Pastor
   1. Receive, screen, and return telephone calls directed to the church office.
   2. Serve as liaison between the public, staff, congregation, and external groups for the Senior Pastor
   3. Reviews and prioritizes telephone messages and daily mail for the Senior Pastor, Staff, Ministry Leaders and the church.
   4. Makes telephone calls for the Senior Pastor and the church.

2. Responsible for updating and maintaining ministry forms in the company folder.
   1. Responsible for preparing labels for publications and mailings when needed.
   2. Process and assign all ministry work requests; including requests for copying, flyers, mailings, rolling screen, phone tree, etc.
   3. Coordinate church press releases and advertisements for newspapers, magazines, other churches, etc.
   4. Responsible for posting, managing, and maintaining social media posts and developing data analytics reports (as requested).
   5. Responsible for keeping company folders and church manual updated annually for all policies, procedures, and practices.
   6. Perform other duties as assigned by the Senior Pastor, including, but not limited to weekend meetings, meeting vendors in person, serving as special events liaison, attending virtual meetings, and weekly staff meetings.
   7. Supervise church secretaries and other office volunteers/assistants

3. Maintains calendar for the church and the Senior Pastor.
   1. Proficient with calendar management, coordinates all speaking engagements and travel arrangements for the Senior Pastor, and schedules all church events.
   2. Maintain the Senior Pastor’s calendar with appointments in cooperation with the church calendar.
   3. Makes appointments for the Senior Pastor, including weddings and funerals, while redirecting those appointments that can be appropriately handled by another pastoral/staff member.
   4. Provides the Senior Pastor, staff, and leadership, with updated daily, weekly, monthly, and yearly calendars.
   5. Extend invitations to special guests for scheduled church-wide events, receive responses, and forward detailed acceptance list (i.e., picture, W-9, and honorarium) to the appropriate offices.

Qualifications

1. Must be a Christian.
2. High School Diploma or Equivalency is the minimum required; a College degree is preferred.
3. 3-5 years of experience as an administrative secretary or other administrative roles in a Christian church setting and being able to work independently with little supervision.
4. Demonstrate a strong working knowledge of computers and proficiency in numerous software programs, including Microsoft Word, PowerPoint, Outlook, Access, Excel, Publisher; Canva, and other publishing software.
5. Working knowledge of social networking tools, email marketing tools, as well as use of the Internet.
6. Requires a strong sense of urgency, the ability to work well under time constraints in a fast-paced environment, and the ability to work flexible hours, as needed.
7. Possess working knowledge of standard office equipment, including copiers, phones, calculators, fax machines, etc.
8. Exceptional oral and written communication skills and strong interpersonal skills - possesses the gift of hospitality, a diplomatic/caring servant demeanor, and the ability to function as a part of a cooperative team.
9. Strong organizational skills, ability to prioritize, and multi-task; using good time management skills.

How to Apply

Email a resume, cover letter and reference letter to Eleanor Browne, Staff-Parish Relations Committee Chair, at
Contact Email: [email protected]
Contact Phone: 214-454-6297