ADMINISTRATIVE ASSISTANT

Position: Full-Time Hourly, FLSA Non-Exempt (subject to overtime)
Campus: Wilmington
Reports To: Pastor of Overflow and Gatherings
Pay Range: $19-$22/hr dependent on experience 

PURPOSE

The Administrative Assistant serves as the navigator for the Pastor of Overflow and Gatherings, anticipating what's next, owning the details, running the office, and owning calendar and meeting operations so the Pastor can lead with focus and move with momentum. This role protects the Pastor's time, drives follow-through across departments, and makes sure people are cared for well, so that our church can reach people and help them walk with God, so that we may experience life with God together for the world, because Jesus Changes Everything.

One Sentence Job Description: Navigate and run the office of the Pastor of Overflow and Gatherings with proactive, organized excellence that magnifies Jesus, cares for people, and accelerates the mission of Port City Community Church.

Key Areas of Ownership: Office Navigation & Calendar, Ministry Calendar Operations, Meeting Operations, Communication, Message & Gathering Support, Pastoral Care Coordination, and Department Administration.

POSITION SPECIFICATIONS

  • Must love Jesus and the people of Port City Community Church.

  • Must possess a willingness to adapt and be flexible while working above and beyond expectations.

  • Must be an advocate for the culture and vision of Port City Community Church and Overflow.

  • Must be a tenacious learner.

  • Must have a high-momentum, high-capacity, positive, overcoming, dreaming, creative-can-do-whatever-it-takes attitude.

  • Must have high relational skills.

  • Excellent organization and diplomacy skills are essential.

  • Must be highly ethical and able to process sensitive information confidentially.

  • Must demonstrate an acceptable balance of confidence and humility, and must be willing to proactively address issues in accordance with scripture and in alignment with the Port City Community Church statement of faith.

  • Must have flexibility in weekly schedule as some nights will be required.

  • Must possess a willingness to constantly ask for and receive feedback from direct report and ministry leaders.

  • Must have a strong working knowledge of Port City Church, including its ministries, programs, terminology, and overall ministry culture.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Embody and champion the culture of Port City Community Church.

  • Serve as the navigator for the Pastor of Overflow and Gatherings: anticipate needs, manage pace and time allocation, and make sure nothing falls through the cracks.

  • Support the Overflow, Production, Media, Worship, and Engagement Departments as needs arise, helping lead a high-invitation, high-challenge culture.

Areas of Ownership

1. Office Navigation & Pastor's Calendar

  • Own the Pastor's calendar, meetings, and appointments, protecting time for top priorities and managing pace across weeks and seasons.

  • Deliver a weekly look-ahead so the Pastor enters every week prepared, with priorities, decisions, and deadlines surfaced before they arrive.

  • Manage all projects and tasks in Monday, keeping owners, deadlines, and momentum clear.

  • Build and document office systems and processes so work runs smoothly and consistently, with or without the Pastor in the room.

2. Department Calendar Operations

  • Work with ministry team leads/directors to plan ministry calendars in a way that cultivates a healthy rhythm and capacity. 

  • Ensure the ILM Ministry Calendar is well organized and proactively populated. 

  • Keep staff informed of upcoming dates and calendar changes through a consistent communication rhythm.

3. Meeting Operations and Ministry Coordination 

  • Own agendas, notes, and follow-up for team meetings, standing check-ins, weekly tacticals, monthly and quarterly strategic meetings. 

  • Gather agenda input from leaders and distribute agendas in advance so every meeting starts prepared and ends with clear next steps.

  • Capture decisions and action items, distribute notes promptly, and follow up with owners until every item is complete.

  • Maintain an effective system for 1-1 development meetings. 

  • Must be able to represent the Pastor in meetings, including attending on his behalf, communicating his perspective and priorities, and serving as his designated proxy when decisions need to be made or meetings need to be facilitated in his absence.

  • Manage communication around ministry events, operations, and decisions across all departments under the Pastors leadership. 

4. Communication

  • Triage all internal and external communication on the Pastor's behalf, respond, route, or escalate quickly and relationally.

  • Send the weekly gathering plan to Wilmington Staff and the ASL and Spanish translation teams in a way that is informative and relational.

  • Make sure decisions and updates are clearly communicated and understood. 

5. Message & Gathering Support

  • Provide content research and editing support for message preparation, and coordinate the creation of message illustrations.

  • Lead the message content team to gather feedback and ensure messages reach people and help them walk with God.

  • Connect message content with the production and media teams so it is accurate and displayed in a helpful, inspiring way.

  • Manage the Overflow Teaching Calendar and all guest speaker logistics, including contracts, honorariums, travel, and expenses.

6. Pastoral Care Coordination

  • Keep an organized database and connection process with the people who are receiving direct pastoral care from the Pastor and help connect them to their next step in a clear, quick and relational way. 

  • Process wedding and funeral requests and manage scheduling and details for those officiated by the Pastor.

7. Department Administration

  • Manage timecards and time off requests for the Pastor's direct reports

  • Process contract details and check requests for the ASL translation team.

  • Manage monthly expense reporting operations and coordinate monthly itemized spending audits. 

  • Collect and organize Sunday and Overflow ministry metrics to evaluate the health of each ministry.

  • Recruit and empower administrative volunteers to support these areas of ownership.

AN IDEAL INDIVIDUAL

  • Loves Jesus and the mission of Port City Community Church.

  • Thinks two steps ahead — sees what's coming and handles it before being asked.

  • Is highly organized and builds systems that keep people and projects on track.

  • Loves details and planning, yet adjusts quickly when plans change at the last second.

  • Is proactive, unafraid to fail, and hungry for feedback.

  • Loves church gatherings and helping leaders and teams win.

  • Is not discouraged by the "hard" or the "impossible" and can complete a lot in a short amount of time.

GENERAL WORK SCHEDULE

Full-Time | 40 Hours (Hourly)

  • Monday – Friday: 8:00 AM – 5:00 PM

  • Saturday & Sunday: Off

  • All Port City staff are required to work Christmas Eve weekend and Easter Sunday services.

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