Administrative Assistant

Position Overview

The Administrative Assistant serves as the operational and communications hub for Queen Street Baptist Church. This position is responsible for providing high-level administrative support to the Pastor and ministry leaders, ensuring the church office runs efficiently and professionally. This role requires a blend of traditional office management and modern digital proficiency to enhance church communications and organization.

Essential Job Duties

1. Communications & Desktop Publishing

• Bulletin Production: Design, format, print, and fold the weekly service bulletins and special event materials using Canva. This includes consulting weekly with the Pastor and Music Ministry to ensure accuracy of the order of service.
• Digital Archives: Maintain an organized Google Drive folder system of all church bulletins, documents, and records for historical preservation and easy access.
• Mass Communication: Manage the church's text messaging platform (e.g., Gloo) to send updates, encouragements, and announcements to the congregation.
• Virtual Meeting Management: Schedule and manage Zoom links for church meetings, Bible studies, and virtual gatherings as needed.

2. Calendar & Scheduling

• Calendar Coordination: Collaborate directly with the Church Calendar Secretary to maintain an active, conflict-free church calendar using Google Calendar/Gmail.
• Leadership Coordination: Ensure the calendar accurately reflects local community events and external activities where church leadership is participating.

3. Office Administration & Pastor Support

• Reception: Screen and route incoming calls, relay messages, and serve as the initial point of contact for visitors with a courteous, Christian demeanor.
• Member Care Intelligence: Promptly inform the Pastor of critical congregational information, including illnesses, hospitalizations, and bereavements.
• Correspondence: Manage incoming and outgoing mail and draft professional correspondence on behalf of the church.
• Supply Management: Monitor inventory and order office supplies as needed to ensure the office remains fully functional.

Required Skills & Competencies

• Technology Proficiency: Must be proficient in Canva (desktop publishing), Zoom (video conferencing), Gloo (messaging), and Google Workspace (Gmail, Calendar, Drive, Docs).
• Communication: Excellent command of English composition, grammar, and punctuation for proofreading bulletins and letters.
• Confidentiality: Must demonstrate the highest level of integrity and confidentiality regarding pastoral matters and member information.
• Independence: A self-starter capable of prioritizing tasks and working independently without constant supervision.
• Professionalism: Maintains a well-groomed appearance and a conscientious, professional work ethic at all times.

Qualifications

• College Graduate or equivalent work-related experience.
• Proven experience as an Administrative Assistant (3–5 years preferred)

Conditions of Employment

Background & Confidentiality: All offers of employment or contracting are contingent upon the successful completion of a criminal background screening and professional reference checks. Additionally, all selected candidates are required to sign a Church Confidentiality & Non-Disclosure Agreement (NDA) prior to their start date.