Administrative Assistant

Role Overview

• Serve as the primary point of contact for pastors and churches interested in hosting ministry events
• Coordinate all seminar details including number of days, event format, and speaker assignments across the ministry team
• Manage and maintain the ministry calendar, ensuring all events, calls, and commitments are accurately scheduled and up to date
• Schedule internal and external meetings, calls, and ministry engagements with timely communication to all parties
• Send confirmations, reminders, and follow-up communications to churches and partners at each stage of the planning process
• Answer and return phone calls on behalf of the cleaning company in a professional and warm manner
• Respond to emails promptly and with clarity
• Maintain organized and up-to-date contact lists of churches, pastors, and ministry partners
• Proactively follow up on outstanding communications to ensure nothing is missed or delayed
• Coordinate all speaker travel including flights, ground transportation, and related logistics
• Arrange lodging and meals for ministry team members at each event location
• Prepare and distribute clear, detailed travel itineraries to all relevant team members prior to each engagement
• Ensure all logistical details are communicated accurately and in advance so speakers can focus on ministry
• Communicate clearly with hosting churches regarding financial expectations including travel coverage, lodging, meals, and honorariums
• Assist in researching and developing a standardized rate of pay structure for ministry events to ensure consistency and fairness
• Track payments, commitments, and financial records for internal accountability and reporting
• Follow up professionally with churches on outstanding financial commitments as needed
• Schedule and set up internal ministry meetings and team calls
• Take clear, organized notes during meetings and distribute summaries to all participants promptly
• Track action items and follow up with responsible parties to ensure commitments are fulfilled
• Maintain organized records of all ministry activities, events, and engagements
• Prepare simple weekly and monthly reports covering completed events and the upcoming schedule
• Manage and maintain well-organized digital files and ministry documentation for easy retrieval and reference
• Assist in planning and coordinating larger ministry events such as conferences and conventions
• Help research and develop monetization and ministry growth strategies as directed by leadership
• Support special projects and ministry initiatives with organizational and administrative assistance

Requirements

• Prior administrative support experience is a plus
• Strong organizational skills with the ability to manage multiple schedules, tasks, and priorities simultaneously
• Excellent written and verbal communication skills with a warm, professional tone
• Reliable, consistent, and detail-oriented — you do not let things fall through the cracks
• Self-motivated and able to work independently in a remote setting without constant direction
• Comfortable working in a faith-based ministry environment with a genuine respect for the work
• Background in ministry, church administration, or nonprofit operations is a significant advantage
• Experience coordinating travel logistics for multiple team members
• Familiarity with calendar management tools, shared scheduling platforms, and digital file organization
• Basic financial tracking experience including invoices, payments, and records management.