Job posted: Sept. 3, 2025
Compensation: $25/hr

A Calvary Church Executive Assistant provides high-level administrative, operational, and logistical support to ensure our Executive Team’s ministry, travel, communications, and events run seamlessly.  Tasks include managing schedules, coordinating guest and event logistics, and handling sensitive information with professionalism and discretion.

Key Responsibilities

1. Administrative & Communication Support

• Serve as the primary liaison for all communications to and from the Executive Team.
• Manage congregant phone calls, mail correspondence, and voicemail messages.
• Coordinate in-person and virtual meetings, ensuring all logistics are in place.
• Monitor and resolve scheduling conflicts.
• Update and maintain the preaching schedule in the church calendar.
• Perform other administrative and operational tasks as assigned.

2. Calendar & Travel Management

• Maintain and coordinate calendars, including appointments, events, conferences, and travel.
• Register for events, seminars, and conferences as needed.
• Coordinate travel arrangements, including flights, accommodations, transportation, visas, and travel cash.
• Communicate detailed itineraries, travel notes, and deadlines.
• Adjust travel plans as necessary and reconcile travel expenses.

3. Guest Hospitality

• Host and manage all logistics for VIP guest speakers and ministry guests.
• Accommodate arrange travel, accommodations, transportation, and meal reservations.
• Communicate stage, A/V, and event needs to appropriate staff.
• Prepare and deliver personalized welcome gifts, hospitality bags, and necessary materials.
• Coordinate book sales and manage payments when applicable.
• Maintain all relevant calendars with guest speaker details.

4. Event & Special Project Coordination

• Plan and coordinate internal events such as staff Christmas parties, fun days, and leadership gatherings.
• Coordinate wedding requests, including officiant scheduling and ceremony organization.
• Assist in organizing church-wide special services and seasonal celebrations.
• Duties as assigned

Qualifications

• Proven experience as an Executive Assistant, preferably supporting senior leadership in a ministry or nonprofit setting.
• Strong organizational skills with the ability to prioritize and manage multiple projects.
• Excellent written and verbal communication skills.
• Discretion and integrity in handling confidential information.
• Proficiency in Microsoft Office Suite, Google Workspace, and calendar management tools.
• Ability to work flexible hours, including occasional evenings and weekends for events.
• Demonstrated heart for ministry and alignment with the mission and values of the church