Administrative Assistant to the Clergy

Position Summary
 
The Administrative Assistant to the Clergy is a part-time executive-assistant position (24 hours per week) that provides support to the Rector and other clergy, as well as collaborating with staff, parishioners, and external stakeholders. Hours are routine weekly and do not include Sunday mornings. The schedule will be set with the Rector, to whom the position reports.
 
The position’s primary role is to support our clergy and work with other staff to manage church-office operations. This position coordinates the rector’s schedule; answers the church phone, doors, and email; manages the parishioner database; maintains the online parish calendar; provides in-person hospitality for church-office visitors; manages office supplies; and monitors the main doors and campus surveillance system. In carrying out these duties, this position collaborates primarily with the Rector; Associate Rector; Assistant Rector; Finance Coordinator; Executive Director of Operations; Facility Manager; Communications Coordinator; and other staff as needed.
 
 
Responsibilities
 
With the Clergy

• Maintain the Rector’s meeting schedule and calendar.
• Maintain official church records including baptisms, confirmations, marriages, deaths, and membership, ensuring these documents are accurate and available on request.
• Coordinate meetings of the Vestry (church governing body) on behalf of the Rector. For monthly meetings, generate reminder emails, receive reports from Vestry members, and prepare and send meeting e-packets. For the annual Vestry Retreat, gather needed supplies and resources, prepare nametags and packets for retreat participants, and coordinate logistics (meeting space, food, drink).
• Coordinate logistics for the Annual Parish Meeting, including creating a planning sheet with setup information, gathering needed supplies, coordinating with groups providing food, and coordinating AV needs.
• Compile reports and information for the parish and the diocese as needed, including the nonfinancial sections of the annual Parochial Report.
• Coordinate the delegate roster and registrations for the annual Diocesan Convention.

• Coordinate and generate parish mailings.
• Forward phone calls and email requests to appropriate staff.
• Order supplies, coordinate equipment repair, and otherwise ensure the smooth functioning of the office.
• Help staff and parishioners use office equipment.
• Participate in weekly staff meetings, sharing and seeking information to help coordinate parish activities.
• Maintain and update parishioner database records; run reports from the database.
• Generate reports, prepare letters, and oversee preparation of packets for the annual pledge campaign, collaborating with the Finance Coordinator and other staff.

• Assist parishioners with scheduling appointments, coordinating projects, and connecting with church resources.
• Warmly welcome those contacting the church in person, via phone, or online, providing timely, compassionate, and confidential assistance.
• Schedule office volunteers.

• Maintain the parish calendar, adding events (from staff, parishioners, and external stakeholders) and door openings.
• Monitor doors and interior spaces with the surveillance system.
• Perform other related duties as assigned to ensure the efficient and effective functioning of the office.

• Has at least two years’ relevant experience.
• Has excellent verbal and written communication skills.
• Has strong problem-solving and organizational skills.
• Is task-oriented and collaborative.
• Is proficient at Microsoft Office, including Outlook, Word, Excel, and PowerPoint, as well as Zoom.
• Protects the privacy of parishioners and other church visitors who may share personal and sensitive information in times of need or crisis.
• Can manage a fast-paced work environment and balance multiple tasks simultaneously.